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Home My WebLink About2015_09_08 CC PKTCity Council City of Brookings Meeting Agenda Brookings City Council Brookings City & County Government Center 520 3rd St., Suite 230 Brookings, SD 57006 Phone: (605) 692-6281 Fax: (605) 692-6907 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, September 8, 2015 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. Record of Council Attendance. 3. Consent Agenda: Action: Motion to Approve, Request Public Comment, Roll Call Matters appearing on the Consent Agenda are expected to be non-controversial and will be acted upon by the Council at one time, without discussion, unless a member of the Council or City Manager requests an opportunity to address any given item. Items removed from the Consent Agenda will be discussed at the beginning of the formal items. Approval by the Council of the Consent Agenda items means that the recommendation of the City Manager is approved along with the terms and conditions described in the agenda supporting documentation. 3.A. Action to approve the agenda. 3.B.ID 2015-0611 Action to cancel the October 13th City Council Meeting. 3.C.ID 2015-0622 Action on an appointment to the Sustainability Council. 3.D.RES 15-091 Action on Resolution 15-091, a Resolution Fixing Time and Place for Public Hearing on 2014-02STA, Main Avenue South and 26th Street South Assessment Project. ResolutionAttachments: Page 1 City of Brookings September 8, 2015City Council Meeting Agenda 3.E.RES 15-094 Action on Resolution 15-094, a Resolution to declare Police Vehicles as surplus property. ResolutionAttachments: 3.F.RES 15-095 Action on Resolution 15-095, a Resolution setting the Unit Financial Charge for 2016 Storm Drainage Fees. ResolutionAttachments: 4. Items removed from Consent Agenda. Action: Motion to Approve, Request Public Comment, Roll Call 5. Open Forum/Presentations/Reports: 5.A. Open Forum. At this time, any member of the public may request time on the agenda for an item not listed. Items are typically scheduled for the end of the meeting; however, very brief announcements or invitations will be allowed at this time. 5.B. SDSU Student Association Report. 5.C.ID 2015-0632 6th Street Main to Medary Ave. SDDOT Discussion Overview. 6. Contracts/Change Orders: 7. 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. 7.A.ORD 15-018 Introduction and first reading on Ordinance 15-018, an Ordinance Amending Chapter 26 of the Code of Ordinances of the City of Brookings, South Dakota to include Article VIII, and Pertaining to the Regulation of Food Trucks in the City of Brookings. Public Hearing: September 22, 2015. OrdinanceAttachments: 7.B.ORD 15-019 Introduction and first reading on Ordinance 15-019, an Ordinance Amending Chapter 74, of the Code of Ordinances of the City of Brookings, South Dakota to include Division 2, and Pertaining to the Regulation of Temporary Vendor Permits in the City of Brookings. Public Hearing: September 22, 2015. OrdinanceAttachments: 8. Public Hearings and Second Readings: 8.A.ORD 15-017 Public hearing and action on Ordinance 15-017, an Ordinance appropriating monies to fund the necessary expenditures and liabilities Page 2 City of Brookings September 8, 2015City Council Meeting Agenda of the City of Brookings for the 2016 Fiscal Year and providing for the Annual Tax Levy and Annual Tax for All Funds. Ordinance Budget Message 2016 Budget Summary 2016 Budget Detail 2016 Calendar Attachments: Action: Open & Close Public Hearing, Motion to Approve, Roll Call 9. Other Business: 9.A.ID 2015-0627 Action to approve the Brookings Bicycle Advisory Committee (BBAC) Charter. BBAC Charter Committee Roster Resolution 15-092 - Resolution of Commitment BFC Report Card Sept. 9 Agenda Attachments: Action: Motion to Approve, Request Public Comment, Roll Call 9.B.ID 2015-0624 Request for Proposal for Re-Purposing of the Old Armory Building. Request for ProposalAttachments: Action: Motion to Approve, Request Public Comment, Roll Call 9.C.ID 2015-0623 Amendment to Downtown Retail Acceleration Grant Program. Retail Acceleration Grant Program - Proposed Changes Proposed Grant Area Attachments: Action: Motion to Approve, Request Public Comment, Roll Call 9.D.ID 2015-0630 Discussion and Possible Action on a Project for the Detention Pond located in Timberline Addition. Letter Map Attachments: Action: Motion to Approve, Request Public Comment, Roll Call 10. City Council member introduction of topics for future discussion. Any Council Member may request discussion of any issue at a future meeting only. Items cannot be added for action at this meeting. A motion and second is required stating the issue, requested outcome, and time. A majority vote is required. 11. Adjourn. Page 3 City of Brookings September 8, 2015City Council Meeting Agenda Brookings City Council: Tim Reed, Mayor, Keith Corbett, Deputy Mayor & Council Member Council Members Patty Bacon, Dan Hansen, Scott Meyer, Ope Niemeyer, Jael Thorpe 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. Engage Brookings is an online tool where citizens can engage, communicate and collaborate with community decision makers and other residents. Where these ideas overlap is the future of Brookings. www.engagebrookings.org 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 2015-0611,Version:1 Action to cancel the October 13th City Council Meeting. Summary: State Law requires official Council action to schedule or cancel a meeting. City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ 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 2015-0622,Version:1 Action on an appointment to the Sustainability Council. Summary: Mayor Tim Reed has submitted the following appointment recommendations for City Council advice and consent: Sustainability Council Number of positions:1 Term Length:3 years Residency Requirement: Required for majority The purpose of the Sustainability Council is to investigate, propose, educate, communicate, and advocate investment strategies and policies that will improve our future quality of life while still meeting the needs of the present. Mayor’s Recommendation: 1. Appoint Nels Granholm Recommendation: Staff recommends approval. Attachments: None City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ 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 15-091,Version:1 Action on Resolution 15-091, a Resolution Fixing Time and Place for Public Hearing on 2014-02STA, Main Avenue South and 26th Street South Assessment Project. Summary: This resolution will approve Resolution No. 15-091, setting the date and time of the public hearing on the assessment roll for 2014-02STA, Main Avenue South and 26th Street South Assessment Project. Background: The Main Avenue South and 26th Street South is located in the southwest portion of the community and was designed by Banner Associates and Civil Design Inc. of Brookings. The project included street construction, underground utilities, sanitary sewer lift station, sidewalk and miscellaneous work. The Resolution of Necessity No. 05-14 was approved on January 14, 2014, which authorized the City to proceed with this project. The 26th Street South work has been completed and Change Order No. 4 was approved on August 11, 2015, which adjusted plan quantities for 26th Street South bid items to as-constructed quantities. The City is proceeding with the process to assess the property owners with their portion of the construction and engineering costs. This resolution sets the date and time of the assessment hearing which will be held on Tuesday, September 22nd, 2015 at 6:00 PM. The City will publish the notice of the public hearing and will mail a copy of the notice as outlined in the resolution. There will be one upcoming resolution to levy the street assessment. Fiscal Impact: The assessment costs will be approved with the resolution to levy the project. Recommendation: Recommend approval of the resolution. Attachments: Resolution City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Resolution 15-091 Resolution Fixing Time and Place for Hearing Upon Assessment Roll for 2014-02STA Main Avenue South and 26th Street South Assessment Project Be It Resolved, by the City Council of the City of Brookings, South Dakota, as follows: 1. The assessment roll for Street Assessment Project No. 2014-02STA having been filed in the office of the City Clerk on the 4th day of September, 2015 and the City Council shall meet in the Chambers, Brookings City & County Government Center, in said City on Tuesday, the 22 nd day of September, 2015, at 6:00 o'clock PM. 2. The City Engineer is authorized and directed to prepare a notice describing, in general terms Street Assessment Project No. 2014-02STA, the date of filing the assessment roll, the time and place of hearing thereon, stating that the assessment roll will be open for public inspection at the office of the City Engineer and referring to the assessment roll for further particulars. 3. The City Clerk is authorized and directed to publish said notice in the official newspaper not less than ten nor more than twenty days before the date set for hearing and to mail a copy thereof, by first class mail addressed to the owner or owners of any property to be assessed at his, her or their last mailing address as shown by the records of the Director of Equalization not less than ten nor more than twenty days before the date set for said hearing. Passed and approved this 8th day of September, 2015. 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 15-094,Version:2 Action on Resolution 15-094, a Resolution to declare Police Vehicles as surplus property. Summary: The Brookings Police Department is requesting to surplus three marked police vehicles as a part of routine replacement that has occurred this year. These vehicles have met the 100,000 mile service requirement and are ready to be sold. Background: The following vehicles that are ready for surplus sale are two 2013 Ford Interceptors and one 2009 Ford pickup. These are marked units that have already been replaced according to the life expectancy requirement this year. 6-2B 2013 Ford Interceptor 125,241 VIN 1FAHP2M83DG143098 6-2C 2013 Ford Interceptor 109,028 VIN 1FAHP2M85DG143099 6-2X 2009 Ford Pickup 105,003 VIN 1FTFW1EV3AFB49687 Recommendation: Staff recommends that these items be placed for a surplus sale. Attachments: Resolution City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Resolution 15-094 Resolution for the Surplus of Police Vehicles Whereas, the city of Brookings is the owner of the following described equipment formerly used at the City of Brookings Police Department: Two 2013 Ford Interceptors and One 2009 Ford Pickup. Whereas in the best financial interest, it is the desire of the City of Brookings to sell same as surplus property; and Whereas, the City Manager hereby authorized to sell said surplus property. Now, Therefore, Be It Resolved by the governing body of the City of Brookings, South Dakota, that this property be declared surplus property according to SDCL Chapter 6-13. Passed and approved this 8th day of September, 2015. 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 15-095,Version:1 Action on Resolution 15-095, a Resolution setting the Unit Financial Charge for 2016 Storm Drainage Fees. Summary: This resolution will approve the Unit Financial Charge for the 2016 Storm Drainage Fees. Background: The storm drainage fee ordinance was adopted in 1980s, which allows the City to collect a drainage fee on all properties in the city limits, including tax exempt agencies such as South Dakota State University, US Post Office, Department of Transportation, and others. The collected fees are deposited in the Storm Drainage Budget and are used to maintain and enhance the current storm sewer system, purchase property for drainage projects, construct new drainage facilities, in addition to making storm sewer repairs, pipe cleaning and Phase II DENR storm water quality requirements. The City Council approves the unit financial charge each year and it is used to calculate the drainage fees for each property. The drainage fee calculation is determined using the following formula: square footage of the parcel x the runoff weighting factor x the unit financial charge History: For a history of the drainage fee, the unit financial charge was .00019 in 2006, .00036 in 2007 through 2009, and .00054 since 2010. The increase in the drainage fee has been used to fund maintenance and drainage improvement projects listed in the City budget. The following is an example of the amount charged on a typical residential lot that is 11,000 square feet: 2006 cost: $15.68 2007 to 2009 cost: $29.70 2010-2015 cost: $44.55 The financial charge is set in the fall each year and the storm drainage fees are calculated and submitted to Brookings County for the property tax billing which will be collected the following year. The fee will be examined each year to determine if there is a need for additional funds to cover maintenance and project costs. Staff is recommending no increase to the drainage fee for 2016, however, it is likely that the fee may need to be raised in 2017 to fund future drainage projects. Fiscal Impact: The drainage fee revenue will be collected and deposited into the Storm Drainage Fund. Recommendation: Recommend approval of the resolution. Attachments: City of Brookings Printed on 9/3/2015Page 1 of 2 powered by Legistar™ File #:RES 15-095,Version:1 Resolution City of Brookings Printed on 9/3/2015Page 2 of 2 powered by Legistar™ Resolution 15-095 Resolution Setting the Unit Financial Charge for 2016 Storm Drainage Fees Whereas, Chapter 72, Article II, of Code of Ordinances for the City of Brookings, provides for setting the unit financial charge of Storm Drainage, by Resolution. Now, Therefore, Be It Resolved that the unit financial charge for 2016 shall be .00054 for Storm Drainage purposes. Passed and approved this 8th day of September, 2015. 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 #:ID 2015-0632,Version:1 6th Street Main to Medary Ave. SDDOT Discussion Overview. Mayor Reed will provide an update on the discussion with SDDOT officials regarding this project. City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ 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 15-018,Version:1 Introduction and first reading on Ordinance 15-018, an Ordinance Amending Chapter 26 of the Code of Ordinances of the City of Brookings, South Dakota to include Article VIII, and Pertaining to the Regulation of Food Trucks in the City of Brookings. Public Hearing: September 22, 2015. Summary: Proposed Ordinance 15-018 establishes regulations for food trucks in business, industrial and public areas. The regulations and application process were developed by the Community Development, Engineering, City Attorney, City Clerk and Police Departments and address issues of economic activity, public space, health and safety. Close attention has been given to developing a streamlined process that will encourage new entrepreneurs in Brookings. An applicant would be required to provide proof of insurance, an annual $75 fee, and state permits and licenses. The application process will be included in the City’s new “start-up businesses” website page along with a map clearly depicting approved areas. Food trucks would be allowed to park and serve in the downtown, business and industrial zones, private property in business and industrial zones, and public parking lots. A map depicting all areas will be provided for the second reading. This item is tentatively scheduled or the September 15th Study Session for further discussion. Second reading is scheduled for September 22nd. The annual fee of $75.00 will be established by Resolution at the September 22nd meeting. Attachments: Ordinance City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Dated 9/2/15 Ordinance 15-018 An Ordinance Amending Chapter 26 of the Code of Ordinances of the City of Brookings, South Dakota to include Article VIII, and Pertaining to the Regulation of Food Trucks in the City of Brookings. BE IT ORDAINED AND ENACTED BY THE COUNCIL OF THE CITY OF BROOKINGS, STATE OF SOUTH DAKOTA, AS FOLLOWS: I. Article VIII Food Trucks Sec. 26-420. –Definitions. Downtown Zone. The Business B-1 Central District, as provided in Ordinance 94-131. Food Truck. A licensed and operable vehicle or concession trailer which is enclosed and self-contained, independent with respect to water, sewer, power utilities, that contains equipment for the preparation and sale or service of food or beverages with or without charge which are designed for immediate consumption. Food Truck Permit. Written authorization by the City to operate a food truck in the City as provided in this Article. Operate. To offer for sale food and beverage items from a food truck to the general public for immediate consumption on the public right-of-way or on private property; it does not mean either loading or unloading food or beverage items in bulk or other materials. Operator.The registered owner of a food truck or the owner’s designated agent who holds a food truck permit. Permittee. The person who has been issued a food truck permit by the City. Sec. 26-421. – Permit Required. No person may operate a food truck in the City of Brookings without a food truck permit as provided herein. Sec. 26-422. – False Information. No person shall give any false or misleading information in connection with his or her application for a food truck permit. Dated 9/2/15 Sec. 26-423. – Application to Obtain a Permit. 1. An application for a food truck permit shall be filed with the City Clerk on a form provided by the City. 2. The permit shall require the permittee to assume all legal liability and pay on behalf of the City all sums which the City shall be obligated to pay by reason of any liability imposed upon the City for claims or damages of any kind resulting from use of public property and the public right-of-way, whether sustained by any person or persons, caused by accident or otherwise and the permittee shall defend at its own expense and on behalf of the City any claim against the City arising out of the use of public property and the public right-of-way. 3. The permit shall require the permittee to obtain insurance in an amount determined by the City. 4. The City Clerk or designee shall grant or deny the application for a permit in writing within thirty (30) calendar days after the filing of an application for a food truck permit. The City Clerk or designee shall grant the application and issue a permit if the requirements set forth in this ordinance have been met. 5. The City Clerk or designee may revoke a food truck permit for violation of this ordinance. 6. The City may limit the number of food truck permits granted by Resolution of the City Council. 7. Permits shall be issued for a period up to one (1) calendar year. 8. The permittee shall not offer tobacco or alcoholic beverages for sale. 9. The sale, transfer, or assignment of a permit is expressly prohibited. Sec. 26-424. – Food Truck Permit Issuance and Fees. 1. Prior to any food truck permit being issued under the provisions of this ordinance, the Applicant shall have all applicable State permits and licenses and shall pay the required fee. 2. The operator of each food truck is required to obtain a food truck permit for each operating food truck. 3. A permit shall remain in effect until December 31 st of the year of issuance. Sec. 26-425. – Permit. The City Clerk shall note on the permit the time period for which it is effective. Upon the filing of the application, payment of the fee as provided in this article, and compliance with all requirements for a food truck permit, the City Clerk shall issue a permit which shall authorize the permittee to do business for the time period for which it is effective. The permit shall be visibly posted on the food truck. Dated 9/2/15 Sec. 26-426. – Location of Food Truck Operations. Permitted Locations: 1. The sale of food and beverages from a food truck is permitted on the public rights-of- way inside and adjacent to the Downtown Zone in accordance with the requirements of this ordinance. 2. Food truck operators must be actively engaged in food vending operations at all times while parked on the public right-of-way; 3. The sale of food and beverages from a food truck is also permitted on business and industrial zoned private property inside and adjacent to the Downtown Zone and is also permitted on private property within the City in business and industrial zoned areas, and in parks with written permission from the Parks, Recreation and Forestry Department. Prohibited Locations: No person shall operate, and no permittee shall allow a food truck to be operated on a public right-of-way in the following locations: 1. A street that is within a residential zone or abuts a residential zone boundary of the City of Brookings; or 2. On any private property in a business or industrial zone without the permission of the owner or agent of the property; or 3. On any private property in a residential zone. Sec. 26-428. – Fees. The annual fee for a food truck permit shall be set by Resolution of the City Council. Sec. 26-429. – Food Truck Parking Requirements. Notwithstanding any other provision in the code, a food truck operator may: 1.Park in a parallel manner within two (2) parallel or three (3) diagonal parking spaces. 2. No food truck exceeding 22 feet may park diagonally in a diagonal parking space. 3. No food truck operator shall operate with the serving window facing street traffic. 4. Operate a food truck while parked in a municipal parking lot. This provision does not include any South Dakota State University parking lot. Sec. 26-430. – Rules of Operation. 1. The food truck permittee shall display their permit at all times in a conspicuous place where it can be read by the general public on the food truck. 2.Permittees shall be responsible for ensuring that the operation of a food truck does not impact the capacity of public trash receptacles by providing private receptacles on site to reduce the use of the public receptacles. Food truck operators shall pick up all garbage left by their customers. Dated 9/2/15 3. Food truck permittees shall be responsible for providing one private trash bin and one private recycling bin for public use with capacity of no less than 30 gallons each, and shall remove all refuse within 25 feet of the food truck. Refuse shall be removed at the food truck operator’s expense and shall not be placed in an unauthorized private or City receptacle. 4.Food truck permittees shall not sell directly in front of any main entrance to an adjacent business. 5. No food truck permittee shall sell food or beverages between the hours of 2 a.m. and 6 a.m. Hours of operation are not limited on private property. 6. In the event of parades, food truck operators shall not be permitted to park in any areas along the parade route or obstruct parade viewers. 7. The food truck operator shall provide an accessible counter height to serve persons with disabilities. 8. No tables or chairs shall be used in conjunction with the operation of a food truck. 9. All signs shall be located upon the food truck. No electronic signage shall be permitted to be used by a food truck operator. 10.All parking ordinances, including ordinances limiting the duration of parking, shall apply to food trucks except as specifically provided in Sec. 26-429. 11.Food trucks shall not be parked closer than twenty (20') feet of a crosswalk at an intersection. Sec. 26-431. – Revocation/Supervision. Any permit issued under the provisions of this ordinance may be revoked for violation of any provision of this Code, State law or City ordinance by the City Clerk or designee. Upon the revocation, the permit shall immediately be surrendered, and failure to do shall be a violation of this ordinance. In addition, the Police Department is authorized to suspend a permit at any time in the event of prohibited conduct by a food truck operator. The food truck operator shall be provided an opportunity to remove the suspension following a meeting with the City Clerk and Police Chief during regular business hours following the suspension. Sec. 26-432. – Health and Sanitation Requirements. Food truck operators shall comply with the minimum public health and safety requirements as made and enforced by the South Dakota Department of Health, pursuant to SDCL Chapter 34-18. Sec. 26-433. – Fire Safety. 1. No food truck operator shall operate without proof of an annual third-party inspection of propane fill or gas-related capabilities. Dated 9/2/15 Sec. 26-434. – Prohibited Conduct. No food truck operator shall: 1.Operate in or abutting a City park without written permission from the Parks, Recreation and Forestry Department; and 2. Place any object that blocks pedestrian traffic. Sec. 26-435. – Noise. Food truck operators must adhere to all noise ordinances of the City. Sec. 26-436. – Liability and Insurance. 1. Before any food truck vendor permit is granted, the Applicant shall sign a statement holding harmless the City and shall indemnify the City, its officers and employees, for any claims for damages to property or injury to persons which may occur in connection with any activity carried on pursuant to any activities associated with food truck vending. 2. All Applicants shall furnish and maintain a policy of insurance protecting the Applicant and the City from all claims for damage to property or bodily injury, including death, which may arise from activities associated with mobile food vending. The insurance policy shall list or endorse the City as additional insured and carry minimum liability limits of at least $1,000,000 per occurrence. The endorsement shall provide that the policy shall not be terminated or cancelled prior to the termination of the food truck permit without 30 days’ written notice to the City. 3. Any permit for food truck vending shall be deemed void in the absence of a current insurance policy meeting the above criteria. Sec. 26-437. – Penalties. A violation of this article shall subject the violator to revocation of the permit and a fine of up to $200.00. Each day a violation occurs may constitute a separate offense. II. Any or all ordinances in conflict herewith are hereby repealed. FIRST READING: September 8, 2015 SECOND READING: PUBLISHED: CITY OF BROOKINGS, SD ATTEST:Tim Reed, Mayor 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 #:ORD 15-019,Version:1 Introduction and first reading on Ordinance 15-019, an Ordinance Amending Chapter 74, of the Code of Ordinances of the City of Brookings, South Dakota to include Division 2, and Pertaining to the Regulation of Temporary Vendor Permits in the City of Brookings. Public Hearing: September 22, 2015. Summary: Proposed Ordinance 15-019 would amend the temporary sidewalk vendor permit regulations in the City of Brookings. The amendments would make the sidewalk food stand and push-cart vendor regulations consistent with the newly proposed food truck regulations. Close attention has been given to developing a streamlined process that will encourage new entrepreneurs in Brookings. An applicant would be required to provide proof of insurance, a $50 fee, and state permits and licenses. The application process will be included in the City’s new “start-up businesses” website page along with a map clearly depicting approved areas. Second reading is scheduled for September 22nd. Attachments: Ordinance City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Page 1 Ordinance 15-019 An Ordinance Amending Chapter 74, of the Code of Ordinances of the City of Brookings, South Dakota to include Division 2, and Pertaining to the Regulation of Temporary Vendor Permits in the City of Brookings BE IT ORDAINED AND ENACTED BY THE COUNCIL OF THE CITY OF BROOKINGS, STATE OF SOUTH DAKOTA, AS FOLLOWS: I. DIVISION 2. -TEMPORARY VENDOR PERMIT Sec. 74-61. - Temporary vendor permit; fee required. It is unlawful for any temporary vendor to engage in such business upon any sidewalk in the central business district without first obtaining a permit as required by this division. A fee shall be paid for said permit as set by resolution from time to time by the city council. Sec. 74-62. - Application. An application for a temporary vendor permit shall be submitted to the city with the following information: (1) Applicant's name, address and phone number (personal and business); (2) Applicant's drivers license number and date of birth; (3) Adjacent business owner's/operator's signature of consent; (3) Type(s) of food, beverage or merchandise to be sold; (4) Tax ID number and other state required license information (food service license, etc.); (5) Photo of device, if any, to be used for vending; (6) Certificate of insurance with the City of Brookings named as an additional insured ($1,000,000.00 for food and $25,000.00 for merchandise); (7) Site map showing exact location on sidewalk of operation, including maximum length and width of proposed space to be used, or showing blocks of operation for push-cart. (8) A description and photo image of all proposed signage used on the stationary or mobile vending cart or umbrella. Sec. 74-63. - Restrictions and operational limits. (1) No permit may be used for the sale of food, beverages or merchandise which is not described on the application. (2) Food, beverages and merchandise may be sold only to pedestrians. Soliciting motorists is strictly prohibited. (3) No permit may be granted for a period exceeding 14 30 consecutive days. Renewals may be permitted, subject to the applicant's compliance history. Page 2 (4) Glass containers are prohibited. (5) The permit is not transferable in any manner. (6) The permit is valid only at the location shown on the application. (7) All vendors must have a trash receptacle. (8) The use of any noise producing devices is prohibited. (9) Total signage may not exceed eight square feet. Freestanding signage and electronic signage is prohibited. (10)Operating hours are limited to the hours between 7:00 a.m. and 10:00 p.m. Devices used for sales must be removed from the sidewalk during non-operating hours. Hours may be extended for reasonable cause by the city manager or designee. No vendor shall sell food or beverages between the hours of 2 a.m. and 6 a.m. Hours of operation are not limited on private property. (11)No food, beverages or merchandise may be sold within 100 feet of the door of a business owner or operator selling the same product. The distance shall be measured in a straight line from the device to the main entrance of the business. Sec. 74-64. - Misrepresentation. It is unlawful for any temporary vendor to make false or fraudulent statements concerning the quality or the nature of its goods, wares, merchandise or services for the purpose of inducing another to purchase the same. Sec. 74-65. - Suspension or revocation. The city may suspend or revoke any permit issued pursuant to this division if false information was submitted in the permit application or if any local, state or federal law or regulation has been violated by the permittee. Sec. 74-66. – Penalties. A violation of this article shall subject the violator to revocation of the permit and a fine of up to $200.00. Each day a violation occurs may constitute a separate offense. Secs. 74-67—74-95. - Reserved. II. Any or all ordinances in conflict herewith are hereby repealed. First Reading: September 8, 2015 Second Reading: September 22, 2015 Published: CITY OF BROOKINGS, SD 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 #:ORD 15-017,Version:2 Public hearing and action on Ordinance 15-017, an Ordinance appropriating monies to fund the necessary expenditures and liabilities of the City of Brookings for the 2016 Fiscal Year and providing for the Annual Tax Levy and Annual Tax for All Funds. Summary: Attached please find the 2016 Budget Ordinance and departmental narratives. The City Budget as presented is a balanced budget consistent with South Dakota statutory requirements for municipalities. All changes per City Council's direction to this point have been made. The General Fund is balanced at $23,309,420 in revenues and $23,308,913 in expenditures. Attachments: Ordinance City Manager Budget Message 2016 Budget Summary 2016 Budget Detail 2016 Calendar City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ J ANUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Jan. 1 – New Year’s Holiday Jan. 18 – Martin Luther King, Jr. Birthday Jan. 20 – Brookings Day in Pierre Jan. 14-15 – City Council Retreat F EBRUARY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Feb. 2-3 – Municipal Government Day & Rib Dinner with Your Legislator Feb. 15 – President’s Day M ARCH S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 March 5-9 – NLC Congressional City Conference (Washington, DC) March 21 – Board of Equalization A PRIL S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 29 29 30 April 12 – Election Day April 14 – Election Canvass M AY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 29 29 30 31 May 30 – Memorial Day J UNE S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 City of Brookings Regular Meetings Study Sessions Holidays Election / Board of Equalization Council Conferences 2016 5:00 p.m. Study Session 6:00 p.m. Regular Meeting, unless notified J ULY S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 July 4 – Independence Day A UGUST S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 NOTE: The August 9th & 23rd Council Meetings may include a budget discussion from 4:00 p.m.-6:00 p.m. The August 16th Council Study Session will be held for Budget discussion only. S EPTEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Sept. 5 – Labor Day O CTOBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Oct. 4-7– SDML Conference (Rapid City) Oct. 10 – Columbus/Native American Day N OVEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Nov. 11 – Veteran’s Day Nov. 16-19 – NLC Congress of Cities & Exposition (Pittsburgh, PA) Nov. 24 – Thanksgiving Holiday D ECEMBER S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Dec. 25 –Christmas Holiday (Observed Dec. 26) 2016 City of Brookings Regular Meetings Study Sessions Holidays Election / Board of Equalization Council Conferences 5:00 p.m. Study Session 6:00 p.m. Regular Meeting, unless notified 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 2015-0627,Version:1 Action to approve the Brookings Bicycle Advisory Committee (BBAC) Charter. Summary: Enclosed for City Council review and action is a draft Charter for the newly formed Brookings Bicycle Advisory Committee (BBAC). The City of Brookings recently applied for a “bike friendly community” designation from The League of American Bicyclists and received an honorable mention. The League recommended the following improvements Brookings can make to achieve a higher status and creating a Bicycle Advisory Committee for the City was strongly recommended. 1.Bicycle Advisory Committee should meet monthly to step up your Bicycle Friendly Community efforts. 2. Develop a comprehensive bike plan. 3. Adopt standards for bike parking that conform to APBP guidelines. 4. Upgrade non-compliant bike racks and continue to increase the amount of bike parking throughout the community. 5. Upgrade your on-street bicycle network. Ensure that all bicycle facilities conform to current best practices and guidelines. 6. Adequately maintain on and off street bicycle infrastructure to ensure usability and safety. 7. Increase the frequency of sweepings (particularly in the spring) and address potholes and other hazards faster. 8. Offer regular bicycling skills training opportunities for adults. There are options from short videos and 1-2 hour courses to more in-depth training incorporating in-classroom and on-bike instruction. 9. Promote cycling throughout the year by offering or supporting more family-oriented community and charity rides and bicycle-themed festivals, parades or shows. 10. Encourage South Dakota State University to promote cycling to students, staff, and faculty and to seek recognition through the Bicycle Friendly University program. The primary role of the Brookings Bicycle Advisory Committee (BBAC) will be to advise the City Council, City Manager, and City Boards on bicycling related issues; help advance the state of bicycle infrastructure; encourage bicycling for transportation and recreation; public education and awareness; improve safety and compliance with traffic laws; assist the City with bicycle plans; review and suggest legislative and policy changes; recommend priorities for use of the public funds on bicycle projects; and help ensure Brookings retains and enhances its status as a bike friendly community. In addition to the draft BBAC Committee Charter, also enclosed is the volunteer membership and liaison list, recently adopted Resolution 15-092 regarding biking initiatives, and our “report card” from The League of American Bicyclists, and BBAC September 9th meeting agenda, which is open to the public. City of Brookings Printed on 9/3/2015Page 1 of 2 powered by Legistar™ File #:ID 2015-0627,Version:1 Recommendation: Staff recommends approval. Attachments: BAC Charter Committee Roster Res. 15-092 - Resolution of Commitment BFC Report Card BBAC Sept. 9 Agenda City of Brookings Printed on 9/3/2015Page 2 of 2 powered by Legistar™ 8/27/15 Charter Brookings Bicycle Advisory Committee (BBAC) Brookings SD Role/Purpose: The role of the Brookings Bicycle Advisory Committee (BBAC) is to advise the City Council, City Manager, and City Boards on bicycling related issues; help advance the state of bicycle infrastructure; encourage bicycling for transportation and recreation; public education and awareness; improve safety and compliance with traffic laws; assist the City with bicycle plans; review and suggest legislative and policy changes; recommend priorities for use of the public funds on bicycle projects; and help ensure Brookings retains and enhances its status as a bike friendly community. Objectives: The objectives of the BAC shall include, but are not limited to: 1. Policies A. Advise the City Manager on implementation of the bicycle master plan for the City of Brookings. B. Review and make recommendations on planning documents prepared by City departments affecting the use of the bicycle as a transportation and recreational mode. These shall include, but are not limited to, the Comprehensive Plan, Master Transportation Plan, Arterial Streets Classification Policy, neighborhood plans, area- wide development plans, and the Central Business District Plan. C. Review and make recommendations regarding funding priorities for bicycle program activities and capital improvement projects insofar as they relate to bicycling. D. Monitor activities of other jurisdictions as they affect bicycling in the city. E. Advise City Manager on issues related to the current and future bicycle network, traffic safety, and innovative or best practices. F. Consult with the Park and Recreation Advisory Board, Traffic Safety Committee, Sustainability Council and Planning Commission as needed to insure proper coordination of bicycle-related activities. 2. Implementation A. Review and make recommendations on capital improvement projects developed by the City departments and outside agencies to ensure that adequate consideration is given to bicycles. B. Review and make recommendations regarding bikeway signage and improvement plans. 3. Education and Enforcement 8/27/15 A. Advise city staff on promoting bicycle safety education and enforcement activities in the city. B. Interact with local and regional law enforcement, other governmental agencies, and advocacy organizations as they relate to bicycle and pedestrian safety and on- and off-road bicycle network developments. 4. Community Involvement & Input A. Provide a forum for citizens to comment to the city on the state of cycling locally and regionally. B. Advise city staff on issues related to public involvement in bikeway improvement projects with the goal of developing a consensus among the affected public. C. Establish and maintain communication with similar advisory committees in adjoining jurisdictions to support the enhancement of bicycle networks regionally. Membership 1. Composition size: 7 to 9 members 2. Voting Members to be chosen from, but not limited to the following areas: A. Local Biking Organizations B. Citizens-at-large C. Brookings School District faculty, staff, and students D. SDSU Student Senate and Administration E. Brookings Area Transit Authority F. Business Community 3. Non-voting liaisons: A. Brookings Sustainability Council B. Park & Recreation Board C. South Dakota State University 4. Expectations of members: A. Interest and/or expertise in bicycle and pedestrian issues B. Continued education in bicycling best practices C. Adhere to the City’s Code of Ethics D. Favorable/positive interest in bicycling and sustainability Meetings: 1. The BBAC shall meet monthly. Regular meeting times, dates, and locations will be set by the membership. 2. Quorum shall consist of a majority of appointed voting members. 3. BBAC meetings shall be open to the public and comply with City open meetings policies. Updated: 8/27/15 1 Bicycle Advisory Committee Name Address Phone Meghan Thoreau 1432 2nd Street 496-9603 (c) meghan.thoreau@gmail.com Brookings, SD 57006 Advocate Vern Olson 108 8th Street 696-6420 (w) volson@larsondoors.com Brookings, SD 57006 Advocate Steve Paula 529 Southview Drive 695-2866 (c) sepoula1@hotmail.com Brookings, SD 57006 Advocate Julie Hendricks 414 20th Avenue 692-1878 (h) mrshend57@yahoo.com Brookings, SD 57006 Advocate Emily Braun 414 Main Avenue 692-6125 (w) emily@visitbrookingssd.com Brookings, SD 57006 Convention Visitor’s Bureau Van Fishback 501 8th Street 696-2230 (w) van.fishback@bankeasy.com Vickie.vanderwal@bankeasy.com School Board Brookings, SD 57006 691-8632 (c) 696-2233 (Vickie) Caleb Finck 213 W Hwy 14 Bypass 933-2042 (c) sdsu.sapresident@sdstate.edu Brookings, SD 57006 SDSU Student Association Joanie Holm 724 5th Street 690-3750 (c) jholm229@gmail.com Brookings, SD 57006 Health Care Representative City Staff Liaisons: Mike Lockrem Sustainability Council & SDSU SDSU Director of Marketing & Communications 1416 17th Avenue South 688-5395 (work) 695-0406 (cell) Michael.lockrem@sdstate.edu Updated: 8/27/15 2 Steve Berseth, CMAA South Dakota Interscholastic Athletic Administrators Association State Coordinator - NIAAA Professional Development Academy 909 Christine Avenue 692-9243 (home) 695-3452 (cell) Steve.Berseth@k12.sd.us » Develop a comprehensive bike plan. »Your Bicycle Advisory Committee should meet monthly to step up your Bicycle Friendly Community efforts. »Adopt standards for bike parking that conform to APBP guidelines. Upgrade non-compliant bike racks and continue to increase the amount of bike parking throughout the community. »Upgrade your on-street bicycle network. Ensure that all bicycle facilities conform to current best practices and guidelines. »Adequately maintain your on and off street bicycle infrastructure to ensure usability and safety. Increase the frequency of sweepings (particularly in the spring) and address potholes and other hazards faster. »Offer regular bicycling skills training opportunities for adults. There are options from short videos and 1-2 hour courses to more in-depth training incorporating in-classroom and on-bike instruction. »Promote cycling throughout the year by offering or supporting more family-oriented community and charity rides and bicycle-themed festivals, parades or shows. »Encourage South Dakota State University to promote cycling to students, staff, and faculty and to seek recognition through the Bicycle Friendly University program. brookinGs, sd 10 18 soMe 87 soMe no Yes soMe Yes - 10 Building Blocks of a Bicycle friendly community BrookingsAverage Bronze Arterial Streets with Bike Lanes Total Bicycle Network Mileage to Total Road Network Mileage Public Education Outreach % of Schools Offering Bicycling Education Bike Month and Bike to Work Events Active Bicycle Advocacy Group Active Bicycle Advisory Committee Bicycle–Friendly Laws & Ordinances Bike Plan is Current and is Being Implemented 33% Bike Program Staff to Population 26% SOME 33% GOOd MAYBE MAYBE SOME MAYBE PER 77k LeArn More » www.bikeLeAGue.orG/CoMMunities supported bY Brookings 3.20 54 0 category scores enGineerinG Bicycle network and connectivity eduCAtion Motorist awareness and bicycling skills enCourAGeMent Mainstreaming bicycling culture enforCeMent Promoting safety and protecting bicyclists' rights evALuAtion & pLAnninG Setting targets and having a plan key outcomes Average Bronze ridership Percentage of daily bicyclists 1.2% sAfetY MeAsuresCrAshes Crashes per 10k daily bicyclists 370 sAfetY MeAsuresfAtALities Fatalities per 10k daily bicyclists 4 key steps to BRONZE popuLAtion densitY 1,70522,056 totAL popuLAtion totAL AreA (sq. miles) 13 # of LoCAL biCYCLe friendLY businesses 0 # of LoCAL biCYCLe friendLY universities 0 1 /10 2 /10 2 /10 2 /10 2 /10 Brookings Bicycling Advisory Committee City of Brookings 520 3rd Street, Suite 230 PO Box 270 Brookings, SD 57006 phone (605) 692-6281 fax (605) 692-6907 Emily Braun Caleb Finck Van Fishback Joanie Holm Julie Hendricks Vern Olson Steve Paula Meghan Thoreau Brookings Bicycling Advisory Committee Wednesday, September 9,2015 at 4:00 p.m. Government Center -520 3rd Street, Third Level, Room 300 1. Call to order 2. Committee, Staff and Liaison Introductions 3. Housekeeping: A. Agenda Process B. Open Meeting Requirements 4. Review of Committee Charter 5. Brainstorming A. Bike Friendly Application Report Card B. Resolution No. 15-092, A Resolution of Commitment regarding City of Brookings Bicycling Initiatives: 1) Silver Level Status from the League of American Bicyclists by the end of 2017 2) Master Plan for bicycle usage 3) Developing a schedule for further development of bike lanes 4) Planning for future bicycle connection points to the east side of the interstate 5) Identifying ways to increase bicycle parking and bicycle safety 6) Bicycle parking near the main entrances of all city buildings which serve the public 7) Creation of bike lanes & bicycle advisory lanes 6. Discuss Future Meeting Schedule 7. Form Nominating Committee for Chair & Vice Chair 8. Announcements/Correspondence/Communications/Calendar 9. Adjourn. If you require assistance, alternative formats, and/or accessible locations consistent with the Americans with Disabilities Act, please contact Shari Thornes, City ADA Coordinator, at 692-6281 at least 3 working days prior to the meeting. 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 2015-0624,Version:1 Request for Proposal for Re-Purposing of the Old Armory Building. Summary: Pursuant to previous City Council action, the Council directed the preparation of a Request for Proposal (RFP) from private parties for the re-purposing of the old Armory Building at 221 Main Avenue downtown. Background: This building has been owned by the City for many years and previously served as the offices for the Park and Recreation Department. The gymnasium serves some recreational purposes for the Department but for the most part, this historic building is significantly underutilized. The City Council wishes to see an adaptive re-use of the building for better public-private uses. The historic nature of the building and the location downtown make it a prime candidate for mixed uses of small business start-ups, entrepreneurial ventures, and public gathering space. However, the building will need extensive interior renovation. The purpose of the RFP is to solicit creative proposals from the private sector that is consistent with this vision in an effort to give this building a new and rejuvenated purpose. A committee of downtown businesses and interested persons prepared the RFP with assistance from the City Manager. Fiscal Impact: Unknown at this time; cost is dependent upon the proposals received and subsequent future action by the City Council on acceptance of a proposal. Recommendation: Staff recommends approval of the issuance of the Request for Proposal document. Attachments: Request for Proposal document City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Request for Statements of Interest Historic Former Armory Building Works Progress Administration (WPA) Structure 221 Main Avenue, Brookings, SD A Unique Adaptive Reuse Opportunity in the Brookings Commercial Historic District City of Brookings Issue Date: September 11, 2015 Proposal Due Date: December 1, 2015 1 Brookings is also the location of South Dakota State University. SDSU is the state’s largest higher education institution. SDSU attracts students from all 66 counties in South Dakota, all 50 states and 70 countries. This diverse mix of students bring a great mix of cultures to the area. A great example of an adaptive reuse success story would be the Children’s Museum of South Dakota. Located near downtown, the Children’s Museum was formerly the middle school within the Brookings School District. The museum includes multiple interactive spaces, a café and a robotic T-Rex. 2 Request for Statements of Interest To: Interested Development Teams Subject: Adaptive reuse of the former Armory building Intent The City of Brookings invites qualified development teams to submit proposals for the adaptive re-use of the former Armory building located on the corner of Main Avenue and Front Street. Development teams need to consist of an Investor and Architect. Other professionals that may be included, but not required within the team, are Contractors knowledgeable with renovation of historical structures, Landscape Architects, Interior Designers and Urban Planners. Through the adaptive reuse of the Armory, the City seeks to: - Activate a currently underutilized site for public and private re-use, - Complement and enhance the surrounding downtown district, and - Preserve and enhance the historic structure that is appropriate for an adaptive re-use development. The Armory has historical importance as a shared community space for a variety of activities. The inclusion of a public/community space within the Project Parameters section of this document is meant to maintain some of this history. This space can be envisioned in multiple ways with multiple functions bringing people together in a shared space. Inevitably this space would have private benefits bringing the public in proximity with the private components of the building. It is the further intent of the city of Brookings to transfer ownership of the building to the development team through mutually agreeable terms and conditions. History and Vision of Armory and Downtown The Brookings Auditorium/Armory opened its doors to the public in February of 1938. This project was funded through public, private and government dollars. Armories built throughout the United States originally served as a space where local militia could train, gather, and store equipment. Completed during the spring of 1937, the Brookings Armory housed Company B, 109th Engineers and the Motor Transport. The Armory was in use as a military training center from 1938 to 1976 until a new Armory was built. Since 1937, the building also provided space for community activities such as dances, basketball, theater and musical performances. Shortly after the relocation of the military training center, the City of Brookings adapted the building for the Park and Recreation Department offices and associated recreation activities. The building continued to function in this manner until 2012 when the Park and Recreation office moved to the new City Government Center. The City still maintains ownership of the building; however, due to accessibility constraints and lack of spectator seating, the building no longer functions as a viable recreation space. The present challenges of the building have made it necessary for the City to consider an alternative use for the building. 3 The Armory has tremendous potential to be rehabilitated as a multi-use commercial, retail, residential and community space. The Armory is an important amenity that can support a vision for how civic and public spaces can connect a community through events, daily activities and shared spaces. There is also a similarity between the role this armory has played in Brookings’ history and the present need within the downtown for open space to support community activity. This relationship is what gives rise to the potential that this building offers for connecting people as well as its role within an overall vision for economic development within the Brookings’ downtown area and the transit arteries connecting it. Context Because of its location at the hinge-point of Main Avenue and the railroad, the Armory offers potential in shaping the vision of the future of Downtown Brookings. An official Downtown Brookings Master Plan does not exist, but the rehabilitation of the Armory has the potential to instigate future development and planning based on its latent potential as a space and its strategic location. The armory has a unique position compared to other downtown buildings based on its relationships to the North to South and West to East transportation arteries. It is the southern anchor of the downtown historic district and one of the first buildings encountered upon crossing the railroad tracks from the South. Its unique position engenders creative possibilities for the building’s reuse, but also for Downtown Brookings’ relationship to the broader context of the city. The site of the Armory is defined by the building's relationship to its context across four different zones: 1. Building, 2. Block, 3. Area, 4. Zone. The Armory is located at the intersection of these four scales, and is uniquely positioned at the hinge point between the downtown historic district to the north and the future re-development areas to the south. 4 1. Building: At the building scale, the Armory consists of a lower level, main level and partial upper level. The main level consists of an entry atrium, two small office spaces and gym space with stage. The gym is a double-volume space with twenty foot ceilings. The gym area is approx. 7,450 sf with wood flooring. The lower level consists of rooms and office space ranging from 90 sf to 2275 sf. There are also non-compliant restroom facilities within the lower level. The upper level is located directly above the entry/atrium space. It consists of meeting rooms ranging from 275 to 625 sf. There are currently no restroom facilities located on the main or upper level. Building area summary: • Existing lower level area: +/- 10,380 sf • Existing main level area: +/- 10,820 sf • Existing upper level area: +/- 1,765 sf The building envelope of the Armory consists of masonry construction with an exterior stucco finish. The existing mechanical, electrical and plumbing services will require updating. Consideration should be given to the structural, programmatic, and spatial conditions that frame the adaptive re-use of the armory. (See Appendix A for plans of the existing building and site.) 2. Block: At the block scale, the site that surrounds the Armory is bordered by Main Avenue to the east, 3rd street to the north, and Front Street to the south and west. The block also consists of a public parking lot on the west side of the property that holds approximately 20+ parking spaces. The City of Brookings intends to maintain ownership and maintenance of the parking lot however other alternative options will be considered should it be necessary for the realization of the proposed design solution. ADA accessibility to and from the building will need to be addressed, as the main floor is approximately four feet above the adjacent exterior sidewalk. Meeting accessibility requirements may result in the construction of code compliant ramps and/or elevators depending upon plan proposed. Consideration should be given to the edges of the block context and how it can begin to define exterior program through permanent or temporary events. 3. Area: At the area scale, an industrial area borders the south edge and Downtown Brookings borders the east and north edges of the Armory block. Adjacent buildings and amenities include: retail, restaurants, office buildings, drinking establishments, automotive services, grain silos, and the railroad. 5 The Armory is currently within the B-1 Central Business District. The foundation of this district is to provide a strong supportive retail center. This district places high priority on retail trade, office, personal service, institutional and entertainment center uses. To the south, the Armory block lies adjacent to the I-2 Heavy Industrial zone. Consideration should be given to how the Armory lies next to this industrial area and surrounding roads as it begins to define the railroad crossing at Main Avenue. (See Appendix B for full explanation of Business B-1 Central District.) Historical Context: The Armory is located within the Brookings Commercial Historical District and is listed on the National Historic Register of Historic Places. It is desired that the proposed design solution (if economically and technically feasible) would enable the building to maintain its current historical status in accordance with the Secretary of the Interior’s Standards for Rehabilitation. The reuse of this building could meet the definition of “Rehabilitation” and may qualify for Federal tax credit and state property tax incentives, if all program eligibility criteria are met. Rehabilitation within the Standards is defined as “the process of returning a property to a state of utility through repair or alteration, which makes possible an efficient contemporary use while preserving those portions and features of the property which are significant to the historic, architectural and cultural values.” 6 The National Park Service (NPS), the Internal Revenue Service (IRS), and the South Dakota State Historic Preservation Office (SHPO) jointly administer the 20% rehabilitation tax credit program for the rehabilitation of historic buildings in South Dakota. The program offers a 20% tax credit on the qualified expenditures of a substantial rehabilitation of a certified historic structure. The tax credit applies to the building owner’s federal income tax for the year in which the project is completed and approved. http://history.sd.gov/Preservation/FundingOpps/FedTaxCreditSummary.pdf. To be certified for Federal tax purposes, the building must be a “certified historic structure.” The rehabilitation must meet the Standards for Rehabilitation as determined by the National Park Service, and the rehabilitation must be “substantial.” The project must be income-producing (i.e. owner- occupied residences will not qualify). The National Park Service and Internal Revenue Service have written guidance available online to property owners who want more information about the program and the eligibility criteria. A project must meet all program eligibility criteria in order to use the federal tax credit program. The State Historic Preservation Office (SHPO) and NPS will evaluate the project for compliance with the Standards for Rehabilitation. In addition to the federal 20% tax credit program, the South Dakota Legislature has provided for certain property tax benefits for the rehabilitation of historic structures. If a historic building qualifies for the tax benefit, an eight-year moratorium is placed on the property tax assessment of certified improvements. Property tax assessments may not be increased due to certified rehabilitation of the building for the eight-year period. As with the federal 20% tax credit program, the State Property Tax Moratorium program includes a number of eligibility criteria; the property owner must consult with the 7 SHPO before undertaking any work to ensure that the project will meet all of the criteria. http://history.sd.gov/Preservation/FundingOpps/SPTMOverview2015.pdf. The proposer will work with the State Historic Preservation Office (SHPO) to submit the application to the National Park Service. The SHPO office is available as a resource to provide guidance and interpretation of the Secretary of Interior’s Rehabilitation Standards during the design development and application process. All proposers are strongly advised to consult with SHPO early in the process and prior to undertaking any work on the building. It can be costly and difficult, and is sometimes impossible, to correct work that does not meet the Standards for Rehabilitation. Kate Nelson, Restoration Specialist South Dakota State Historical Society State Historic Preservation Office, 900 Governors Drive Pierre SD 57501-2217 (605) 773-6005 (605) 773-6041 (fax) Kate.Nelson@state.sd.us The Secretary of the Interior’s Standards for Rehabilitation to be used as a guide for this project are as follows: 1) A property will be used as it was historically or be given a new use that requires minimal change to its distinctive materials, features, spaces, and spatial relationships. 2) The historic character of a property will be retained and preserved. The removal of distinctive materials or alteration of features, spaces, and spatial relationships that characterize a property will be avoided. 3) Each property will be recognized as a physical record of its time, place, and use. Changes that create a false sense of historical development, such as adding conjectural features or elements from other historic properties, will not be undertaken. 4) Changes to a property that have acquired historic significance in their own right will be retained and preserved. 5) Distinctive materials, features, finishes, and construction techniques or examples of craftsmanship that characterize a property will be preserved. 6) Deteriorated historic features will be repaired rather than replaced. Where the severity of deterioration requires replacement of a distinctive feature, the new feature will match the old in design, color, texture, and, where possible, materials. Replacement of missing features will be substantiated by documentary and physical evidence. 7) Chemical or physical treatments, if appropriate, will be undertaken using the gentlest means possible. Treatments that cause damage to historic materials will not be used. 8) Archeological resources will be protected and preserved in place. If such resources must be disturbed, mitigation measures will be undertaken. 9) New additions, exterior alterations, or related new construction will not destroy historic materials, features, and spatial relationships that characterize the property. The new work will be differentiated from the old and will be compatible with the historic materials, features, size, scale and proportion, and massing to protect the integrity of the property and its environment. 8 10) New additions and adjacent or related new construction will be undertaken in such a manner that, if removed in the future, the essential form and integrity of the historic property and its environment would be unimpaired. Additional Conditions Local Historic Review: This project will also be subject to a local “11.1 review” by the Brookings Historic Preservation Commission, pursuant to SDCL 1-19A-11.1. Accessibility: The City of Brookings requires all city-owned and/or city funded new, remodeled, and retrofitted facilities comply with the requirements of the federal Americans with Disabilities Act guidelines and all city ADA related policies, which includes the City ADA Compliance Officer and Brookings Committee for People who have Disabilities will review and approve the project scope, final plans, and bid package of all new construction, remodels, and retrofits of City owned and/or funded facilities. The scope and budget development of capital improvement projects will include the identification of ADA needs related to these projects to ensure compliance and accessibility standards. Project Parameters and Preferred Uses The scope of work will be to repurpose the existing Armory building located in downtown Brookings into a mixed-use facility. Currently, the City of Brookings has not committed to any single reuse concept and welcomes creative development teams to provide a vision on how the Armory can enhance the downtown district. The City of Brookings has been working with a downtown planning committee to identify fundamental relationships of the downtown that are vital to the stimulation and support of economic growth. The Armory has been identified as having the potential of providing needed stimulus to support growth. Items to be considered, but not limited to, as part of the redevelopment of the building: retail, consumer services, community market place, non-profit space, community artisan space, entrepreneurial space, start-up space, collaboration space and residential dwellings. Teams are encouraged to think ‘inside the box’ and consider how to capture and enhance the vertical volume of space within the building. Because the Armory is located within a walking zone, transparency between outdoor space and indoor space needs to be considered. Thinking ‘outside the box’ and creating useable outdoor space is also encouraged. To ensure a mixed-use development solution that is complimentary to the economics of downtown, the following shall be used as a suggestion for the amount of potential uses to be provided: • Development of residential dwellings: max of 30% of overall existing floor area • Development of retail space: minimum of 30% of overall existing floor area • Development of entrepreneurial/start-up and/or community space: minimum of 10% of overall existing floor area In support of the above suggested alternative mixed uses; the community has had the opportunity to provide their feedback through electronic survey. The survey was open to the Brookings public for one week. The results of this survey can be found within the appendix. Overall, the survey indicates that 99% of people who completed the survey believe community space is valuable, 97% believe that community space located downtown is important, and 88% think the Armory’s location can be easily 9 accessed by vehicle or foot. For further elaboration, people were asked to comment on the types of activities they would like to see in the Armory. The full extent of comments can also be found within the appendix. The top activities that responsibilities would like to see included is an indoor market, such as, Bountiful Basket or other food-based sellers and/or event spaces for all ages: children, teens and adults. (See Appendix C for community survey results) (See Appendix D for photos of the existing building) Open House The City of Brookings will host a work-through upon request for all interested development teams. Although the walk-through is not required for consideration, the City strongly encourages all interested teams to see the facility. Contact Information To schedule a site visit: Name: Les Rowland Contact Info: les@teamdesignarc.com, (605) 692-4008 For questions and inquiries: David Merhib Brookings Area Chamber of Commerce Director 414 Main Ave. Brookings, SD 57006 Phone: 605-692-6125 Email: david@brookingschamber.org 10 Submittal Requirements Development teams wishing to be considered for this project should send a proposed project description and a Statement of Interest that outlines their qualifications and experience for a project of this nature. Proposals should include the items listed below. A. Information describing the experience and capacity of the development team (15 points) 1. Relevant Project Experience: i. Project name ii. Project development costs iii. Completion date and photos 2. Key team members’ resumes 3. Project references 4. Financial Qualifications B. Proposed adaptive re-use plan (85 points) 1. Describe your proposed project plan and building re-use. Tuesday, December 1, 2015. 2. How does your adaptive re-use vision address the project parameters? 3. How does your proposed project parameters maintain consistency with the history and vision of downtown? 4. Provide an estimate of parking space demand generated by project. 5. Describe your anticipated vision for funding the project. The City will accept proposals until 3:00 pm on Tuesday, December 1, 2015. Proposals will not be accepted beyond this date unless specifically re-opened by the City Council. One electronic and five (5) hard copies should be submitted to: Jeff Weldon; City Manager 520 3rd Street, Suite 230 PO Box 270 Brookings, SD 57006 Email: jweldon@cityofbrookings.org There will be an Evaluation Committee, which will review all proposals and evaluate the proposals based on the information provided. Short-list firms may be asked to meet with the Evaluation Committee and the City Council. The City Council will make the final decision on awarding the project to one of the proposers but retains the right to reject all proposals. Upon award, the city and awarded proposer will enter into a negotiated development agreement to further delineate the details of the project. Proposers may withdraw their proposal, and city may withdraw its award any time during the development agreement negotiations. The project will not be considered legally binding until said development agreement is executed. Appendix A Appendix A Appendix A Appendix BSec. 94-131.-Business B-1 central district. (a) Intent. This district is intended to provide a strong supportive retail center. It is the intent of this district to place a high priority on retail trade, office, personal service, institutional and entertainment center uses. Integrating new uses with existing businesses is encouraged. No outdoor storage shall be permitted. (b) Scope of regulations. The regulations set forth in this section or set forth elsewhere in this chapter, when referred to in this section, are the district regulations of the Business B-i central district. (c) Permitted uses. ( i) Retail or service store. (2) Personal service store. (3) Personal health service. (4) Hotel. (5) Financial institution. (6) Office building. (7) Public transportation facility. (8) Public utility facility. (9) Parking facility or lot. (10) Drinking establishment. (i 1) Telecommunications tower. ("12) Extended stay hotel. (d) Permitted special uses. A building or premises may be used for the following purposes in conformance with the conditions prescribed herein: (e) (i) Warehousing. a. All operations, equipment and materials shall be stored within a completely enclosed structure. (2) Day care facility. a. A four-foot high transparent fence shall be constructed between the play area and the street. (3) Apartment. a. Dwelling units shall be located on the second floor or above. Conditional uses. ( i) Repair garage. (2) Apartments for the elderly. (3) Broadcast tower. (4) Community center. (5) Drive-in food service. (6) Brewpub. (7) Church. (f) Density, area, yard and height regulations. The B-i district regulations are as follows: Page 1 Appendix BSec. 94-163.-Planned development district ("PDD"). (a) Intent. It is the intent of this planned development district ("POD") to provide flexibility from conventional zoning regulations with increased public review for POD projects in order to: (1) Encourage well-planned, efficient urban development. (2) Allow a planned and coordinated mix of land uses which are compatible and harmonious, but were previously discouraged by conventional zoning procedures. (3) Encourage more creative, higher quality and more ecologically sensitive urban design with special consideration given to projects which incorporate desirable design features such as underground parking, orientation or design to take advantage of passive solar energy, environmental preservation, historic preservation, handicapped accessible structures, unique use of open spaces, or other desirable design features. (4) Improve communication and cooperation among the city's land developers and interested residents in the urbanization of new lands and the renewal of existing deteriorated areas. (b) Scope of section provisions. The regulations set forth in this section are the district regulations in the planned development district, hereafter sometimes referred to as "POD". (c) Compliance with the comprehensive plan. The development within the planned development districts (POD) shall comply with the policies and design standards of the existing comprehensive plan of the city. Planned developments within the POD and adjacent projected developments shall be compatible with each other. (d) POD application, zoning. Applications for a change of zoning to a planned development district are subject to the requirements of section 94-7 (e) Initial development plan. A request for a rezoning to a planned development district shall be accompanied by an initial development plan. The plan shall be submitted at least 20 days prior to the planning commission meeting in which it is to be heard. The planning commission shall review the initial development plan and forward its recommendation, with or without modifications, to the city council. The following information must be specified on the initial development plan: (1) Project name and legal description. (2) A preliminary subdivision plan in compliance with all applicable subdivision regulations. (3) The proposed development scheme showing the following information: a. The proposed land uses including the number and type of proposed residential buildings, the proposed number of dwelling units per building, the number and type of any proposed nonresidential buildings, and their square footage. b. The proposed maximum density of the development. Where unique physical, environmental or design characteristics exist or are proposed, lesser densities may be desirable. c. The proposed maximum height. Where unique physical, environmental or design characteristics exist or are proposed, lesser heights may be desirable. d. Proposed design features illustrating compatibility with the surrounding environment and neighborhood. e. Anticipated sub-area development sequence. (f) Final development plan. Prior to obtaining building permits for construction on any lots in the POD, a final development plan shall be submitted to the planning commission, which shall have sole authority to approve, amend, or deny said plan. The final development plan may be submitted in conjunction with the initial development plan for concurrent approval on any subareas the developer is ready to commit to a final plan. All the information required for both an initial and final development plan shall be shown for the areas submitted for concurrent approval. The final development plan shall be a scaled, reproducible drawing showing the following information: Page 1 Appendix B(1) The subdivision name, the legal description, and individual project name (if any). (2) Boundaries of any sub-area or sub-areas submitted for approval superimposed on the map of the initial development plan. (3) A subdivision plan of the sub-area or sub-areas submitted for approval in compliance with all applicable subdivision regulations. (4) The development standards for the sub-area or sub-areas based on the requirements in one or more of the traditional zoning districts. (5) The size, location and elevation of all proposed structures including height and number of units. (6) The calculated floor area for each structure and each use within each structure. (7) Off-street parking lot arrangement designating all parking and stacking spaces, off-street loading spaces, and any outdoor trash container space. (8) Any sidewalks, bikeways or other paths and any areas reserved for recreation activities, such as basketball and volleyball courts. (9) Any outdoor lighting type and location, except for standard street lights provided by the city. (10) A landscaping plan showing the type and location of any walls, fences or berms, the placement, size, and species of any trees or shrubs, and areas that will be sod or seeded. (11) All existing and proposed utilities, drainage ways and watercourses. ( 12) All curb cuts and private drives. (13) Adjacent existing and proposed uses. (g) Amendments. Requests for changes within a POD shall be submitted as an overlay on the initial or final development plan. Amendments shall be classified as follows: (1) Major amendments. The following changes are considered major amendments: a. Any change in the proposed use(s) of land or buildings. b. A major change in the street plan. c. An increase of 20 percent or more in the total density of the development. (2) Minor amendments. The following changes are considered minor amendments: a. Any adjustment exceeding 10 percent in the dimensions of a building (length, width or height). b. Any change in the number or location of access drives. c. Any decrease exceeding ten percent in required landscape areas, buffer zones or other open areas. d. A minor change in the street plan. e. Any increase of less than 20 percent in the density of any area or subarea. f. Any major change in the exterior design features of a building. g. Any change in the size or location of signs. (3) Minimal amendments. The following changes are considered minimal amendments: a. Any minor adjustment within a building which involves a more intensive use. b. Any change in the location of outdoor lighting, sidewalks or bikeways, recreation areas or loading docks. (h) Procedure for amendments. Amendments to the POD shall be subject to the following review procedures. Page 2 Appendix B(1) Major amendments. Major amendments to the initial and/or final development plan must be approved as an amendment to the Zoning Ordinance, requiring the planning commission's review, the city council's approval, and public notice in accordance with section 94-7 (2) Minor amendments. Minor amendments to the initial and/or final development plan must be approved by the planning commission at a hearing for which notice has been published in the legal newspaper of the city at least one week prior to the planning commission meeting. Minor amendments to the initial development plan may also be made by the submission and approval of a final development plan which is changed from the approved initial development plan. (3) Minimal amendments. Minimal amendments to the final development plan shall be submitted to the community development department on a reproducible development plan showing the requested changes. The community development department may then approve these proposed changes in writing if the proposed changes are appropriate. No. 21 Page 3 1. Do you think community spaces are valuable? If no, why? If yes, what do you value in community spaces? What draws you to community spaces here in Brookings or elsewhere? Result: Yes – 99 No - 1 Responses: A space for youth activity or retail space that is not pizza, or a bar, or a second hand store. We need things in this town for teens to do that is not the boys and girls club. Bountiful baskets.... so we can continue to get fresh produce to start/stay healthy Community spaces are a great benefit to the community by allowing groups to use a space that might not otherwise be available. I value the sense of warmth and the welcoming spirit behind community spaces; they can help to make people (especially those new to the community) feel that they belong and are a part of something, help them to form meaningful relationships, connections, etc. For events, get togethers. I've had something to do with the armory since I was small...from home school gym time, acting classes and gymnastics, to now 3 times a week we use it for roller derby. It’s very important to us. Fun, attractiveness, inviting Free community spaces are essential to a vibrant downtown. Right now, I go downtown to get a drink, food, shopping, etc. If there was a free community space downtown, I could go here without having to have an excuse to buy something. Clean, safe, affordable. The ability to see friends, colleagues and to make new connections. interesting design, comfortable, proximity to other amenities, easy access for meeting up with friends & colleagues, lots of places to charge devices and utilize wi-fi, combination of large and small tables for group meetings of different sizes, variety of seating options, opportunities to seek out more private corners for reading or studies, at times - live music... I value space where there is something that all ages can enjoy. They are places for gatherings, for music and art. They can provide a space for a festival or rummage sale. It gets the people together in ways they wouldn't if they were just in a store or restaurant. Spaces for large groups to gather regardless of weather. I belong to a team that needs a flat, clean place to practice their sport. Appendix C It's in a great location, easy to access and it's important to get people together for fun activities that unit a community. In a community space I would want to see cleanliness, a bathroom, places to sit (comfy would be great), an area for nursing moms, good use of the space, bright area with shade but access to the sun, access to water, meetings, I think these things would draw in people and help grow our community. Midwest Maidens Roller Derby uses the space for practices 3 times a week year round, as well as for organization meetings and a community scrimmage. A place for kids and adults to hang out and just have fun Family friendly, useful year round, clean environment A place to get active and involved, up to date, stuff for all ages, or a nice attractive place to hold events I know parks are available for use but I've never known it was possible to use the armory as well as other buildings in Brookings. 2. Do you think community space is important to downtown? If no, why? If yes, what types of community space does downtown need (i.e. market, event space, theater, etc.)? Result: Yes – 97 No – 3 Responses: Farmers markets are greatly needed. Bountiful baskets is looking for a location for food distribution, the armory would be a good space for the food coop. As downtown is being developed it would be great to have "play" space or larger public gathering spaces as an "anchor" of sorts to downtown activities. Bountiful Baskets is in needed of a staging area. This will bring a flow of individuals as well as fresh produce to downtown Brookings year round. Groups are looking for space to meet, all the time. I think an event space would be beneficial. Perhaps a space centered around food + craft.....a space for 'creatives' :) It's perfect location for what it is. Space that offers activity. Appendix C Brookings doesn't have many outside spaces downtown that aren't attached to a business i.e. free. It would be wonderful if we had a market or a shared event space that could house different attractions (yoga classes, drawing classes, bands, etc.) I think an affordable arcade and hangout would be good for middle aged kids/teens. Grocery store, in particular. Yoga spot. Dog exercise area. It would be wonderful to have a mini indoor market with fresh produce all year round. The more I travel to other cities (mostly in Europe) the more I love to see these markets. They are truly wonderful. Live music venues/opportunities would be super helpful... In an area of the country where the weather is often not conducive to being outdoors, I think an indoor recreation area would benefit the entire community. Edinborough Park in Edina Minnesota is an excellent example of a great indoor gathering space. There are indoor gardens with walking paths, a playground area for young kids, basketball courts, a swimming pool, an indoor track, and a cafe/coffee shop. I love the idea of a pool with slides and activities for younger children, as well as a deeper swimming pool area for older children and adults to encourage fitness in the community. Theater performance space for music and plays. Outdoor seating for dining. Meeting areas for community organizations or small groups. Market, space for Bountiful Basket, event space Event space/more welcoming farmer's market space Would love to see a farmer's market that could be accessed all year long. A multipurpose space would be amazing, where vendors could come in on one day for farmers markets and there could be a safety event one and a children's community play the next! Market. Although this might not be the best fit for the armory building, I would love to see a mini golf course open in Brookings. It would be a great addition for family fun. It is a central area where everyone is able to get to. Parking is the only problem with this though. I would like to see something for the young teens. When my kids were young they had the skating rink, where they could see their friends, have fun, and you knew they were safe. There is not much for this age group to do and I think it will help keep them out of trouble and encourage positive fun. Indoor playground -play space Appendix C Event space, a market would be neat, or a newer and more active activity space where events are held for all ages indoor farmers market during cold months. Alternative space for the community to use. A nice whole foods/farmers market centralized downtown main st. would draw in more people. Also, an outdoor event space would be amazing! 3. Do you think the Armory's location can be easily accessed by vehicle or foot for community space? If no, how can accessibility be improved? Result: Yes – 88 No – 12 Responses: The way they redid the road, leaves, a lot to be desired. Extra bike racks are always a good idea. More places to park. It is already hard enough to find a spot downtown business/restaurant area most times without many people wanting to go into that building. If it was a community center we would be even more overcrowded. More parking spaces might be nice could be improved with safer bicycle access to GET to it, though First, the parking downtown is problematically limited. Secondly, I have massive reservations about the safety of south Main St., particularly as it relates to children and biking. I would love to see the bike path expanded to make the entire downtown, including the library and children's museum, SAFELY accessible to bike and foot traffic from the rapidly-growing southwest side of town. More parking spaces. If large events are held there, there is not enough spaces for the people to park. There are not many parking options Parking is tuff at that spot more parking options I believe parking will be an issue of a large number of people will access the space. Appendix C Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D Appendix D 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 2015-0623,Version:1 Amendment to Downtown Retail Acceleration Grant Program. Summary: The City Council previously adopted a policy establishing a small business grant program targeted for the central business district and charged BEDC with the development of rules and procedures pertaining thereto. Two policy amendments are being proposed by the BEDC evaluation committee to the existing policy. Background: The two amendment pertain to: (1) expanding the definition of central business district for purposes of considering applications for this program; and (2) allow the committee to consider project eligible expenses deemed necessary for the timing and overall viability of the project that may occur prior to the grant being awarded. The current policy considers expenditures made prior to any grant award as being ineligible. This change provides more flexibility and limits the “look-back” period to no more than six months prior to the award of the grant. Recommendation: Staff recommends approval of both policy amendments Attachments: Proposed Changes Proposed Grant Area Map City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ City of Brookings - Downtown Retail Acceleration Grant Program Page 1 City of Brookings Downtown Retail Acceleration Grant Program Administered by: Brookings Economic Development Corporation (BEDC) SUMMARY Mission/Background: The City of Brookings recognizes that its proximity to the region's largest shopping destination combined with the dramatic shifts taking place in the retail marketplace create challenges with its ability to attract traditional retail options. Therefore, in order to continue to grow and diversify the retail marketplace, the City wishes to leverage its existing niche position as a university community and home to high quality, unique tourism attractions and events through the Downtown Retail Acceleration Grant Program. The Program focuses on building a robust specialty retail and entertainment district in order to build the City’s economic and amenity base. This grant program augments the current retail development strategy. I. Purpose: The purpose of the Downtown Retail Acceleration Grant Program is to attract new retail and entertainment concepts to the Central Business District (CBD)and extended area (see attached map)and attract dedicated entrepreneurs to available spaces, particularly in the following categories: a. Children/family retail b. General gifts and novelties c. Lifestyle and wellness retail d. Local and global artisans e. Sustainable food and microbrewing f. Other categories deemed appropriate by the Program’s Selection Committee II. Program Overview To facilitate the growth of a specialty retail hub, the City will allocate funds to attract new "boutique style" niche retailers and help existing retailers expand via a grant program operated by BEDC. Case studies show the importance of developing a robust downtown destination to draw visitors. A strong CBD is also a key factor in attracting national big box chains. 1. Grants up to $20,000 for tenant improvements (TI) and furniture, fixtures, and equipment (FFE) will be considered. The funds will be distributed through a reimbursement process through BEDC. 2. The Program will work to create a support network and education opportunities for the new and existing businesses. 3. Recipients will be required to participate in a mentorship program and to procure an approved accountant as a financial advisor. a. The Program’s Selection Committee will match the participating business owner with a committee member mentor based on the needs of the business. This Mentor will meet with the business owner regularly to address any concerns and to assist the business owner in updating the company’s business plan as needed. 4. Recipients will have the option to work with the SDSU Interior Design program to create an efficient and visually pleasing store layout. City of Brookings - Downtown Retail Acceleration Grant Program Page 2 III. City Action Steps A. Allocate funds 1. 2015: $50,000 of city funding. 2. Subsequent funding will depend on the Program’s activity and funding availability. IV. BEDC Action Steps A. Identify vacant properties in the CBD and extended area to ensure availability of storefronts for grant applicants. B. Coordinate with the City to organize the 7 person Selection Committee with members appointed by the Mayor to include the following: 1. Mayor or appointee 2. BEDC board representative 3. DBI board representative 4. Interior designer with commercial background 5. 3 area entrepreneurs/business leaders a. Members may have to recuse themselves if an applicant would be in competition with their business. C. Create mentor database. D. Research and develop list of businesses to reach out to for recruitment. APPLICATION INFORMATION I. Recipient selection criteria A. Retailers providing new or underserved products or services and that complement the responses to the 2013 charrette/community survey will be given preference. Some of these categories include but are not limited to: children's toys/activities, health food or gourmet grocery, hobby, kitchen, day spa, microbrewery or wine tasting, general gifts, art gallery, women and men's clothing. B. The Selection Committee will develop and implement a scorecard to review and evaluate each grant application. This scorecard will include: 1. The anticipated contributions by the business to the collection of sales tax proceeds by the City of Brookings. 2. The business’s effect on retail leakage. 3. Other tangible benefits projected to be provided by the business, including job creation and overall business activity. 4. The extent to which the business will add to or enhance the mix of retail merchants in the CBD. 5. The viability of the submitted business plan, assessing the combination of financial feasibility, product and market knowledge, and growth potential. 6. The aesthetic quality of design plans for both the exterior and interior of the proposed location. II. Business Benefits: A. A grant up to $20,000. B. Obtain an awareness of business related training opportunities and resources available to Brookings area businesses. Any associated expenses would be the responsibility of the applicant. C. Mentoring program with a successful business owner. III. Business Requirements: City of Brookings - Downtown Retail Acceleration Grant Program Page 3 A. Retailer shall participate in the mentoring program for a period of up to three years as determined by the Selection Committee. B. Retailer shall provide sales tax reports on a quarterly basis for a period of up to three years as determined by the Selection Committee. Other specific metrics may be established by the Committee as deemed appropriate. C. Retailer shall participate in training opportunities as deemed required by the Selection Committee. D. Retailer shall engage the services of a Certified Public Accountant or committee approved bookkeeper to assist with financial projections. E. Retailer shall, at a minimum, be open for business 40 hours per week, six days a week. F. Retailer shall remain in continuous operation for at least 12 months. Failure to do so shall result in repayment of all or a portion of the grant as determined by the Selection Committee. G. Businesses that are eligible for a grant under the Program include: 1. Existing businesses located within the boundaries of the CBD and extended area and planning an expansion within the CBD and extended area. Expansion could include footprint and/or store layout. 2. Existing businesses located within the City of Brookings outside of the CBD and planning an additional location within the CBD and extended area. 3. New businesses locating within the CBD and extended area. H. The business must execute a lease for or including a first floor retail space adjacent to a public street, parking lot or alleyway of at least a three (3) year duration, unless business is purchasing a location. I. The business must offer merchandise or services to the public, the sale or providing of which is subject to sales tax (“Retail Sales”), and from which the revenue derived constitutes the majority of the revenue of the business. 1. Pursuant to the preceding paragraph: a. Restaurants and food service businesses may be eligible for grants under the Program. b. Professional, medical, and other service businesses are not eligible for grants under the Program. c. Notwithstanding the preceding stipulations, businesses that include Retail Sales as a complementary use to a primary use other than Retail Sales may be considered for a grant under the Program, at the Selection Committee’s discretion, if the Selection Committee determines that Retail Sales are a significant financial component of the overall business. CRITERIA FOR APPROVAL OF GRANTS ●The amount of an approved grant will be based on BEDC reimbursing fifty percent (50%) of Qualifying Expenditures incurred in the course of opening the business or expanding the business, up to the award amount. (Thus, Qualifying Expenditures of $20,000 must be submitted to obtain a maximum possible grant of $10,000.) ●“Qualifying Expenditures” are defined for the purposes of the Program as costs of: a.Build out of space or furniture/fixtures/equipment (FFE) b. Licensed interior design services c. Signage d. Retail consulting services e. Visual merchandising services f. Launch related media marketing and advertising (not to exceed 25% of total project) g. Other similar items as may be approved at the discretion of the Selection Committee City of Brookings - Downtown Retail Acceleration Grant Program Page 4 ●Notwithstanding anything herein to the contrary, for purposes of determining the maximum amount for reimbursement of Qualifying Expenditures, costs of build out of space may not exceed fifty percent (50%) of the total amount of all Qualifying Expenditures for which reimbursement is made. ●Examples of items which will not be considered as Qualifying Expenditures for purposes of the Program include:moving expenses, rent, production equipment, payroll, day-to-day operational costs (e.g. utilities, taxes, maintenance), and inventory. ●All Qualifying Expenditures serving as the basis for an approved grant under the Program must have been actually incurred no later than within six (6) months after the date of approval of the grant, and evidenced by an appropriate invoice or receipt satisfactorily indicating payment of the expenses. A special exception for expenses incurred prior to the grant approval date may be considered if the Grant Committee determines such expenses were necessary due to timing considerations, and if those expenses were incurred no earlier than six months prior to the grant being awarded. Any grant funds provided for such incurred expenses must be applied to the reduction of debt against the business. Documentation for Qualifying Expenditures, enabling payment to the applicant of an approved grant, must be submitted no later than seven (7) months after the date of approval of the grant. AMOUNTS AND PAYMENT OF GRANTS ●Grants will be considered in amounts up to $20,000. All grant awards are subject to funds being formally appropriated by the Selection Committee. Research: Inspiration communities (robust specialty retail districts) Lincoln NE; Lawrence KS; Ames IA; Littleton CO; etc. Most similar programs we found are administered by the municipality. (City Development staff administers, a volunteer committee recommends recipients and the City Council votes on rewards. Award amounts range from $5,000 to $40,000.) Cities who have launched similar programs: Elmhurst, IL (http://www.elmhurst.org/index.aspx?NID=192) West Chicago (http://www.westchicago.org/...) Cleveland, OH (http://www.city.cleveland.oh.us/CityofCleveland/Home/Business/BusinessResources/LoansGrants) Valley City, ND (http://www.valleycity.us/tax_incentives_for_businesses/docs/Combination_Guildlines_and_Application.pdf) Durham, NC (http://durhamnc.gov/ich/cb/oewd/Pages/rps_grant.aspx) Chardon, OH (http://www.chardon.cc/DocumentCenter/Home/View/31) Wheaton, IL (http://www.wheaton.il.us/departments/economicdev/detail.aspx?id=1348) Crystal Lake, IL (http://www.crystallake.org/departments/planning-economic-development/economic- development/incentives/new-retailer-matching-grant-program) DeLand, FL (http://www.deland.org/Pages/DeLandFL_EcDev/Retail%20Grant.pdf) Longmont, CO Sioux Falls,SD (http://dtsf.com/doing-business-down/dtsf-retail-incubator-program/) 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 2015-0630,Version:1 Discussion and Possible Action on a Project for the Detention Pond located in Timberline Addition. Summary: The City received a letter from the members of the Timberline Twin Home Owners Association regarding the maintenance of the detention pond in the Timberline Addition. This discussion item will include possible approval of a project to enhance the aesthetics and maintenance of the detention pond in Timberline Addition. Background: The City received the attached letter regarding the detention pond located on Summit Pass between Copper Mountain Road and Western Avenue South. City staff met with representatives of the association to discuss the issues. The detention ponds are maintained by the City Parks Department, and they have been mowed on a more consistent basis this summer. In addition, there are two trees that have died and need replacement and a few leaning trees need to be straightened. The tree issue can be addressed in the fall during the planting season. The detention pond manages storm water for the Timberline Addition and it has been functioning as it was designed. However, the existing side slopes of the pond are approximately a 3:1 slope which can make mowing more difficult. The engineering staff calculated two different options for re-grading the pond that would not significantly affect the volume of the pond. The first option is to add topsoil to the side slopes between the trees and the bottom of the pond to make the side slopes a 5:1 slope and extend the storm sewer pipe. The approximate cost of this option is $21,000. The second option would be to construct Option 1, and in addition, grade the floor of the pond to create a greater slope. The approximate cost of this option is $27,000. Seeding and erosion control would be an additional cost for either option. Fiscal Impact: The drainage fund would be impacted if a project is chosen. Attachments: Letter Map City of Brookings Printed on 9/3/2015Page 1 of 1 powered by Legistar™ Summit PassWestern Avenue SouthCopper Mountain RoadDetentionPondLocation