HomeMy WebLinkAbout2015_10_20 CC PKT - REVISEDCity Council
City of Brookings
Meeting Agenda
Brookings City Council
Brookings City & County
Government Center
520 3rd St., Suite 230
Brookings, SD 57006
Phone: (605) 692-6281
Fax: (605) 692-6907
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!"
Community Room5:00 PMTuesday, October 20, 2015
Study Session
The City of Brookings is committed to providing a high quality of life for its citizens and fostering a diverse
economic base through innovative thinking, strategic planning, and proactive, fiscally responsible municipal
management.
5:00 PM Study Session
1. Call to Order / Pledge of Allegiance.
2. Record of Council Attendance.
3.ID 2015-0729 Affordable Housing Presentation
Affordable Housing Presentation
Housing Trust Funds Presentation
Attachments:
- Council Questions / Discussion
- Item to return to Council for consideration or adoption at later date
- Estimated Time: 30 minutes
4.ID 2015-0726 Capital Improvement Plan
Draft 5-Year CIP from 2016 Budget Workshops
Capital Project List from 2015 Strategic Planning Session
Fund 213 (Public Improvement) spreadsheet of Financial Analysis
Attachments:
- Council Questions / Discussion
- Item to return to Council for consideration or adoption at later date
- Estimated Time: 60 minutes
5.ID 2015-0725 Review of Subsidy Application Process
Page 1 City of Brookings
October 20, 2015City Council Meeting Agenda
Subsidy Application Form
Criteria for Analyzing Applications
Governance and Ends Policy - Subsidy Guidelines
Attachments:
- Council Questions / Discussion
- Item to return to Council for consideration or adoption at later date
- Estimated Time: 20 minutes
6.ID 2015-0724 City Council Ex-Officio Reports
7. 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.
8. Executive Session
8.A.ID 2015-0730 Executive Session, pursuant to SDCL 1-25-2, for purposes of consulting
with legal counsel or reviewing communications from legal counsel
about proposed or pending litigation or contractual matters, and
preparing for contract negotiations or negotiating with employees or
employee representatives.
Action: Motion to enter into Executive Session
Action: Motion to exit Executive Session
9. Adjourn.
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 2 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 2015-0729,Version:1
Affordable Housing Presentation
Summary:
City Council Member Bacon asked for time on a Study Session to share information on affordable
housing. Attached is her presentation.
Attachments:
Presentation
City of Brookings Printed on 10/15/2015Page 1 of 1
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The answer to this question is multi faceted.
Barriers for homeownership middle income
families:
There is a lack of single family dwellings for
middle income families.
•Developers are not able to build houses at or
below $150,000 and make a profit.
•Existing stock in that price range is snatched up
by local landlords.
US Census 2009-2013 averages:
Median household income
in Brookings: $41,172
($1029 = 30% of GROSS income. $823 of net income)
Brookings currently has
8900 Housing Units (9% vacancy)
•50% were single unit structures,
•40% were multi-unit structures,
•10% mobile homes
$$$
Median monthly housing costs
•Mortgaged homeowners: $1,206
•Non-mortgaged $454
•Renters $666
23% of owners w/mortgages,
4% of owners w/out mortgages and
50% of all renters in Brookings
spend 30% or MORE of household income on
housing.
This means they are housing COST
BURDENED!
Household Wage
Earners Gross Income Monthly gross
Difference Between
Actual Income and Cost
of Living
2 x $8/hr $33,280 $2,773 - $795
1/$8 & 1/$10 $37,440 $3,120 - $448
Average Cost of
Living in SD $42,816 $3,568
Affordable Housing Issues and Cost of Living in Brookings
Cost of Living in Brookings - Total Gross
Monthy Income $3,568
$557
$562
$938 $350
$351
$533
$277
Housing
Groceries
Child Care
Health Care
Transportation
Taxes
Misc
Census data for 2013: 16% had income below $15,000
22% of people in Brookings were in poverty
The interesting piece about this graph is that the total gross income needed to
survive is $3,568,
but the average family in Brookings only makes between $2,773 and $3,120 in
gross income per month.
This means there will be a $621 cut out of this already slim budget.
Another interesting piece is that an average mortgage payment at 6%,
illustrated above, are much higher than the $557 housing cost, which means
there will be even more cuts to the other portions of their budget.
Source: SD Rural Life & Census Data Center 2008
Fair market Rent in Brookings County:
Efficiency: $396 1 bed: $461 2 Bed: $624
3 Bed: $920 4 Bed: $1105
30 year mortgage $80,000 $100,000 $120,000
Total Payment $621 $770 $914
(Including Taxes, Insurance, & Interest)
Why is Building Affordable Housing
Good for Brookings?
An economically diverse housing stock is extremely important
to Brookings’ future economic and social well being.
Access to a suitable labor pool – one of the top three
considerations in business location decisions – is hindered by a
lack of housing options. Additionally, better housing promotes
family and community stability and creates a positive
environment for raising children.
US Chamber of Commerce & Joint Center for Housing Studies – Harvard University
Affordable housing may improve health outcomes by freeing up family resources for nutritious food
and health care expenditures.
By providing families with greater residential stability, affordable housing can reduce stress and
related adverse health outcomes.
Homeownership may contribute to health improvements by fostering greater self-esteem,
increased residential stability and an increased sense of security and control over one’s physical
environment.
Well-constructed and managed affordable housing developments can reduce health problems
associated with poor quality housing by limiting exposure to allergens, neurotoxins and other
dangers.
Stable, affordable housing may improve health outcomes for individuals with chronic illnesses and
disabilities and seniors by providing a stable and efficient platform for the ongoing delivery of health
care and other necessary services.
By providing families with access to neighborhoods of opportunity, certain affordable housing
strategies can reduce stress, increase access to amenities and generate important health benefits.
By alleviating crowding, affordable housing can reduce exposure to stressors and infectious disease,
leading to improvements in physical and mental health.
By allowing victims of domestic violence to escape abusive homes, affordable housing can lead to
improvements in mental health and physical safety.
The Center for Housing Policy – 2007 study
The Positive Impact of Affordable Housing
Affordable Housing Solutions
Issues:
•Lack of housing stock at or below $150,000 for first time
homebuyers, middle income families and young retired couples
and hinders economic development
•Lack of capital to build affordable single family dwellings
Solutions:
Local housing trust fund
Incentives for developers for mixed income neighborhoods
• A break on property taxes or infrastructure if a minimum of
25% of their development is smaller lots and smaller homes.
More incentives if they develop a higher percentage of their
development
• Density bonuses - It establishes "a sliding scale" in which
the more (affordable) units you provide, the higher the density
bonus
At the low end of that scale, developers who pledge to make at
least 21 percent of new units affordable for low-income residents
would be allowed to squeeze 35 percent more units onto a parcel
than they would if all the units were market-rate.
If at least 91 percent of units are affordable, developers would be
able to build twice as many homes.
These bonuses allow developers to recoup some of the revenue
they may miss by renting or selling units for lower than market
rates.
Rental
Single Family Dwellings & Multi Family
Issues: Substandard living conditions
Too many units above Fair Market Rent
Lack of capital to build more affordable units
50% of renters in Brookings are cost burdened for
their housing costs
Solutions:
Frequent inspections
Mixed income rental properties
Capital to build & renovate both types of rentals
Local housing trust fund
Mobile Homes
Rental of Units & Lots
Issues
Rental of lots without good infrastructure
Rental of lots in poor locations – i.e. flooding
Rental of mobile homes in substandard conditions
Solutions:
Frequent inspections
Need public education: Literacy on poverty, area median
income, working poor
An effective Housing Trust Fund requires steady, reliable and predictable
revenue. Developing housing that affordable involves complicated financing that often
requires several months and sometimes years of planning prior to beginning
construction or renovation. Having dedicated revenue from the Housing Trust Fund
provides an incentive for investors and the banks to do business in our community.
Having dedicated revenue allows communities to develop plans for addressing local
housing need.
The Brookings Affordable Housing Trust Fund would be about investing in a
solution we all know works: Having a safe, stable place to call home.
Study after study shows that when a family has a safe, stable place to call home,
children do better academically, developmentally and socially. Having a kitchen table
upon which to do homework makes a difference. Waking up in the same bed each
morning makes a difference. By creating more affordable homes for Brookings
families, the Housing Trust Fund will put our kids in a better position to succeed in
school and in life.
Why a Local Housing Trust Fund?
HTFs use a dedicated source of governmental funding
to ensure that affordable housing remains an
important part of a state or locality’s priorities.
When a community creates a HTF, they are saying that
affordable housing is an important enough issue that
they are going to dedicate funds solely for that
purpose. A very strong message!
Center for Community Change
Mary E. Brooks
Housing Trust Fund Project
Center for Community Change
1113 Cougar Court
Frazier Park, CA 93225
661-245-0318
mbrooks@communitychange.org
www.housingtrustfundproject.org
Housing
Trust Funds
Housing Trust Funds
Housing is Good for Communities
Health:
Pest infestation is known to cause
asthma.
Substandard electrical problems
are a danger to children.
Lead poisoning leads to a
decrease in IQs.
Children living in inadequate
housing have increased
hospitalizations and respiratory
infections.
Education:
Higher school-mobility rates
affect the entire system and
cause the most harm to
children whose families have
low incomes.
Housing instability can have
a direct impact on a child’s
education.
Frequent moves can have a
negative effect on school
achievement.
Another rent increase.
Another new neighborhood.
Another year behind in school.
Housing Minnesota
www.housingminnesota.org
Housing Trust Funds:
… advancing how we fund
affordable housing
Securing dedicated sources of public revenue.
Committing that
revenue to
support critical housing needs.
More than 700 City, County and State Housing Trust Funds
Exist in 47 States and the District of Columbia
Note the number of Local HTF in Iowa.
A percentage of the state HTF is dedicated to
local HTFs.
AND when the National HTF is funded, local
HTFs will be allocated a percentage of the
funds designated for states.
How Housing Trust
Funds Work
Legislation or Ordinance
Establishes the Housing Trust Fund
Administration
Agency or Department
Oversight Board
Programs
Distribution of Funds
Program Requirements
Eligible Applicants
Eligible Uses
Dedicated Revenue Sources
Taxes or Fees
Program Generated Revenue
Interest Earned
Other Revenues
Administration
Virtually all housing trust funds are administered by staff
of a public agency or department. Encourages good
coordination of available affordable housing funds.
Most housing trust funds have some kind of oversight
board.
These boards are appointed and have broad
representation from the affordable housing community. They may be either decision-
making or advisory boards.
Administrative costs can be
paid from trust fund revenues or
other public funds.
Programs
Funds are awarded either
through a request for proposal
process; a notification of funding
availability; or direct funding of
specific defined programs.
Funds are available either as
grants or loans and/or other
sources of financing.
Program requirements identify
eligible applicants; eligible uses;
minimum requirements, including
goals to serve targeted
populations, long-term
affordability, accessibility, etc.
Setting Priorities
Numerous priorities can be established for any housing trust
fund either through requirements that applicants must meet
and/or evaluation criteria for determining who receives awards
from the trust fund.
•The most common are income qualifiers to ensure the lowest
income households are served by the trust fund, including
homeless.
•Others include serving special populations and other targeted
goals.
•Other goals may include focusing on selected neighborhoods,
energy-efficiency standards, accessibility requirements, etc.
•More recently, trust funds have explored incorporating local
hiring priorities, including minority and female-owned
businesses.
Why Dedicate Public Revenues
to Affordable Housing
Affordable housing is fundamental
to the health of any community.
Investing in affordable housing is
good fiscal policy.
The private market cannot respond
to homes that require subsidies. No
source of private funding—
foundation or corporation—will
sustain investment in the
production and preservation of
affordable homes.
A reliable stream of ongoing public
funding enables smart effective
planning to address critical housing
needs and planned improvements in
our communities.
Every community has
seniors, veterans, persons
with disabilities and others
with on-going housing needs.
Cities and Counties Commit
Dozens of New Revenue Sources
document recording fees
real estate excise tax
sale of government owned land
condominium conversion fees
hotel/motel taxes
filing fees property sales disclosure forms
building permit fees
real estate transfer taxes
impact fee on new commercial construction
tax increment revenues
land bank revenues
demolition fees
parking garage proceeds
restaurant tax
inclusionary zoning in-lieu fees
property tax
sales tax
casino revenues
Recent Local HTFund Advances
Many cities have recently advanced
campaigns including:
•Lexington, KY won $2 million
and created an advisory board.
•Somerville, MA increased
linkage fee.
•Minneapolis, MN approved a
$1.5 million increase.
•Bend, OR extended affordable
housing fee.
•Richmond, VA wins dedicated
revenue.
•Milwaukee, WI commits
additional funds.
•Jackson, MS created a
housing trust fund.
•Tompkins Co, NY
extended commitments.
•Charlotte, NC won $15
million bond.
Charlotte, North Carolina
Housing Trust Fund
• The Fund has financed 4,948 new
and rehabilitated affordable homes.
• Of that, 2,400 were for people
earning less than 30% of the area
median income, making Charlotte
more affordable for pre-school
teachers, health-care aides, and
workers in hospitality, retail and
emergency services.
The Housing Trust Fund was established in 2001 to provide
financing for affordable housing. The City has committed $79
million to the Housing Trust Fund from voter approved bond
revenues. These funds have leveraged an additional $468 million
in other public and private funds—nearly a1:6 ratio.
Charlotte, North Carolina
Housing Trust Fund
In 2012, some $6 million was
approved by the Housing Trust
Fund to seven developments
providing homes for 279
families and individuals,
including seniors, persons
with disabilities, and
homeless.
Partners:
The Catholic Diocese and InReach
Centro Bono Foundation
Charlotte-Mecklenburg Housing
Partnership
Creative Development Group
Greenway Residential
Development
Hope Haven
The Ability to Leverage Funds
From our survey of housing trust funds:
State housing trust funds $1.00 : $7.00
City housing trust funds $1.00 : $6.50
County housing trust funds $1.00 : $10.50
An example from Portland, OR:
Fund commits $100,000
HOME funds commit $750,000
Fee deferrals equal $96,973
LI Housing Tax Credit commits
$4,190,528
Private loan equals $2,800,000
Other state funds equal $236,636
Total development costs = $8,174,137
Hazelwood Station
Apartments
Boulder Housing Fund
Goal of the Housing Fund: Target at
least 10% in 10 years of Boulder’s
housing as permanently affordable for
low and moderate income households
Requirements:
Permanent affordability.
For rental housing: < 50% AMI
Preference and greater fund
availability for lower income limits
The 2015 Affordable Housing Fund
Round applications included a mix of
projects proposing to construct new
units, preserve existing affordable units
and provide assistance in the form of
down payment and housing counseling.
Boulder Housing Coalition: Chrysalis is
a constantly evolving community
committed to environmental
sustainability, personal growth, human
diversity, and engagement in the
community at large.”
The Value of Flexibility
The most common advantage
mentioned for housing trust
funds: flexibility.
Housing needs and
opportunities shift.
Natural disasters can create
urgent circumstances.
Funding availability can
provide immediate
opportunities.
Development activities and
circumstances may make
property available.
The Nebraska Affordable Housing Trust Fund
supported SENAHC to complete several projects
involving new construction., including:
6-units of rent to own in each community are
rented for a period of 15-years, at the end of
which time the units are sold to families as
affordable housing single family homes.
The Nebraska Affordable
Housing Trust Fund
provided disaster
grants of up to $7,500
for individual home
repairs.
The Southeast Nebraska
Affordable Housing
Council used $120,000
to help rehabilitate
homes in Cass, Otoe and
Saunders Counties.
Strengthening Partnerships
Housing trust funds can provide the
foundation for building new
partnerships and increasing capacity to
provide safe affordable homes for all.
Housing trust funds can strengthen
and help sustain the nonprofit
affordable housing and service sector.
Housing trust funds can provide the
structure and a reliable
programmatic format for available
funds.
Lexington, KY Affordable Housing Trust
Fund
Estimated annual economic impacts from $4 million
AHTFund investments include:
470 housing opportunities can be
produced each year.
More than 363 new jobs will be directly
and indirectly supported.
More than $43.3 million of direct, indirect
and induced economic activity will be
generated.
2013 SD Housing Opportunities Funds Awarded
261 Families benefitted from $1.9 Million Awarded to 21 Projects.
The SD Housing Development Authority received $2.8 million in requests.
In 2012: Over 40% of South Dakota’s housing stock was over 65 years old and
maintenance continues to be deferred due to a lack of a dedicated funding source.
Investing in Homes Builds Communities
The evidence is undeniable
that the availability of safe
affordable homes builds strong
vibrant communities.
Investing in affordable housing
provides security and
opportunities for families living
in our neighborhoods.
Funding affordable housing
saves money and is a cost-
efficient investment in the
future.
A home is the best investment
we can make to ensure each of
us fulfills our dreams.
Education & childhood
development
Aging with
dignity and
security
Equal access and
opportunity for people
with disabilities
Giving veterans
respect and dignity
The Value of Home
The Housing Trust Fund Project
Sign up for our
Quarterly
Newsletter:
www.housingtrustfundproject.org
Mary Brooks
Housing Trust Fund Project
Center for Community Change
1113 Cougar Court
Frazier Park, CA 93225
661-245-0318
mbrooks@communitychange.org
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 2015-0726,Version:1
Capital Improvement Plan
Summary:
Pursuant to previous City Council action, the Council wanted to continue discussions on the long-
range Capital Improvement Plan (CIP). The five-year CIP was not adopted as part of the 2016
operating budget this year since more discussion was needed on several of the more substantial
items. However, capital items specifically for 2016 were approved. In addition, the Council wanted
to consider the option of extending the typical five-year plan to 10 years.
Background:
Various capital expenditure items can be found in virtually every fund of the City Budget. While most
funds are projected to have very good financial solvency annually, Fund 213, the Public Improvement
Fund (commonly referred to as ‘75% second penny’) carries significant deficits if it were to fund all of
the items on our capital improvement list. As the name suggests, Fund 213 typically funds ‘public
improvement’ projects that can typically be described as infrastructure investment projects. These
include street and utility infrastructure, buildings and structures, park system expansions and
improvements, property acquisition for future development, etc. Fund 213 also pre-pays capital
projects that are repaid over time by special assessments.
Attached is an interactive spreadsheet projecting Fund 213 for 10 years. The very top line shows the
ending balance resulting from financing existing debt and cash required of proposed projects. The
items highlighted in yellow are the list of potential projects that need to be determined by the City
Council as to whether or not they will be funded, in what levels, in what years, and with what method
of financing.
Fiscal Impact:
These decisions will have significant financial implications on the City for many years to come.
Approximately one-half of the fund revenue is committed to debt service until 2023, at which time the
debt service drops as previous debt is retired. The City should also consider the preservation of our
credit rating and the constitutional debt limit and our capacity to add debt if this is to be a means of
financing to be discussed. Just because the City can assume for debt, does not mean that is the
financially prudent course of action.
Attachments:
Draft 5-Year CIP from 2016 Budget Workshops
Capital Project List from 2015 Strategic Planning Session
Fund 213 (Public Improvement) spreadsheet of Financial Analysis
City of Brookings Printed on 10/15/2015Page 1 of 1
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3%Estimated Tax Growth Factor
Description 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026
ESTIMATED BEGINNING CASH BALANCE 359,654 609,091 (6,387,450) (8,383,168) (8,632,783) (7,843,360) (15,449,890) (11,710,683) (7,527,358) (3,271,386) 1,062,414
REVENUES
Sales & Use Tax 4,679,290 4,819,669 4,964,259 5,113,187 5,266,582 5,424,580 5,587,317 5,754,936 5,927,585 6,105,412 6,288,574
Interest Income 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000 25,000
Money Market Interest 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000
Loan Proceeds - - - - - - - - -
TIF Revenue-300,000 300,000 320,000 350,000 400,000 400,000 400,000 400,000 400,000 400,000 400,000
Transfer in Spec Assessment - S. Main Proj (See tab)**296,280
Transfer in Spec Assessment - S. Main Proj (See tab)**151,265 151,265 151,265 151,265 236,844 - - - - - -
TOTAL REVENUES 5,466,835 5,310,934 5,475,524 5,654,452 5,943,426 5,864,580 6,027,317 6,194,936 6,367,585 6,545,412 6,728,574
EXPENDITURES
Economic Development Grant 75,000 75,000
Job Creation Incentive 162,500 162,500
Economic Development Grants Expense 237,500 237,500 - - - - - - - - -
Bond Principal Payments 1,836,981 1,877,326 1,921,244 1,975,609 2,029,705 2,090,719 871,517 522,823 539,098 557,009 574,940
Bond Interest Payments 560,873 518,228 471,798 420,557 364,799 303,689 239,892 212,088 195,813 177,902 159,971
Debt Service Costs 1,200 1,200 1,200 1,200 1,200 1,201 1,201 1,201 1,201 1,201 1,201
Debt Service Expense Total 2,399,054 2,396,754 2,394,242 2,397,366 2,395,704 2,395,609 1,112,610 736,112 736,112 736,112 736,112
SDSU Research Park 150,000 125,000 100,000 75,000 75,000 75,000 75,000 75,000 75,000 75,000 75,000
Boys & Girls Club-Teen Center 100,000 100,000 100,000 100,000 - -
Bata Bus Grant Match 12,000
Subsidy Expenditure Total 262,000 225,000 200,000 175,000 75,000 75,000 75,000 75,000 75,000 75,000 75,000
Capital Expenditure Detail
Carnegie Building electrical/HVAC 47,000 12,000 - - - - - - - - -
Sexauer Park Restrooms 140,000 - - - - - - - - - -
Edgebrook-Golf Course Capital Improvements 10,000 - - - - - - - - - -
Swiftel Center-Capital Improvements 300,000 300,000 300,000 300,000 300,000 - - - - - -
Gateway Project 275,000 200,000 - - - - - - - - -
Airport-Facility 91,844 117,721 50,000 29,200 62,800 300,000
Infrastructure-15th St S 900,000 - - - - - - - - - -
Bike trails expansion overlay 50,000 - - - - - - - - - -
Streets - Digouts and Overlays (see tab for detail)505,000 798,500 757,000 882,500 900,500 1,000,500 1,100,500 1,200,500 1,300,500 1,400,500 1,500,500
Planned Capital Expenditure Total 2,318,844 1,428,221 1,107,000 1,211,700 1,263,300 1,300,500 1,100,500 1,200,500 1,300,500 1,400,500 1,500,500
TOTAL EXPENDITURES 5,217,398 4,287,475 3,701,242 3,784,066 3,734,004 3,771,109 2,288,110 2,011,612 2,111,612 2,211,612 2,311,612
ESTIMATED ENDING CASH BAL BEFORE ADD'L PROJECTS 609,091 1,632,550 (4,613,168) (6,512,783) (6,423,360) (5,749,890) (11,710,683) (7,527,358) (3,271,386) 1,062,414 5,479,377
Estimated Cost Potential Capital Expenditures
75% of Second Penny Sales & Use Tax Cash Projections
Infrastructure-Railroad Traffic Signal/match only 20,000 20,000 20,000
$2,000,000 Infrastructure-W20th St S,Western Ave to Cumberland 2,000,000
$1,000,000 Infrastructure-Western Avenue S 1,000,000
$800,000 Infrastructure-E20th St S,22nd Ave to Interstate 800,000
$2,000,000 Infrastructure - Wiese Business Park 1,000,000 500,000 500,000
$4,600,000 Infrastructure - Brookings Market Place 1,500,000 1,500,000 1,600,000 -
$1,500,000 Bob Shelden and Ball fields Upgrades 1,500,000
$3,000,000 New Ball field Complex (no land)3,000,000
$250,000 Add'l Rec Trail (Gust pond & around Airport)250,000
$120,000 Add'l restrooms Valley View Park 120,000
$750,000 Prairie Hills Park 750,000
$500,000 Brighton-Timberline Park 500,000
$100,000 Trail Extensions 1,000,000
$650,000 Roof mechanical repairs, Parks facilities 650,000
$6,800,000 20th Street Overpass of I-29 6,800,000
$6,000,000 / requested PAC (Performing Arts Center)
$1,500,000 / requested Hospital Foundation
$TBD Recreation Center
Potential Capital Expenditures Total - 8,020,000 3,770,000 2,120,000 1,420,000 9,700,000 - - - - -
ESTIMATED ENDING CASH BALANCE WITH 609,091 (6,387,450) (8,383,168) (8,632,783) (7,843,360) (15,449,890) (11,710,683) (7,527,358) (3,271,386) 1,062,414 5,479,377
**Items not reflected in 2016 budget, will need to be part of amendment.
Fund
2017 213
Street and Railroad Improvements 50%
Chip Sealing/7 year rotation 305,000$
Street Improv 1,272,000$
****3/4 Access on 6th Street 6th Street & Lefevre Drive - DOT Project City Share of 3/4 Access median on 6th Street Project $172,000
*new: 3rd Street (est. cost)Main Ave to 5th Ave 400 60 Lighting, overlay, tan sidewalk, bumpouts
22nd Avenue 3rd Street to Minnesota Drive 730 48 $150,000
Minnesota Drive 22nd Ave to Sunrise Ridge Rd 1000 30 Mill and 2" asphalt overlay $210,000
20th Street South Main Avenue to Medary Avenue 2600 36 Mill and 2" asphalt overlay with striping and fillets $250,000
Railroad Street Western Avenue to 1st Ave So Concrete Pavement Repairs $100,000
Castlewood Drive Medary Avenue to Windsor Drive 600 26 Mill and 2" asphalt overlay with striping $30,000
7th Ave S 8th Street S to 5th Street S 1300 30 Mill and 2" asphalt overlay with striping $65,000
Lefevre Drive Lefevre Drive to west cul-de-sac 733 30 Remove asphalt, pave with concrete $250,000
Opticoms 22nd Avenue South: 3 intersections $45,000
Railroad Crossing Improvements 20,000$
1,597,000$ 798,500.00
2018
Street and Railroad Improvements
Chip Sealing/7 year rotation 314,000$
Street Improv 1,180,000$
32nd Avenue S. of 6th Street to UBC driveway 150 40 Widen one lane to the east, curb & asphalt $150,000
16th Avenue 3rd Street to Derdall Dr 1800 30 Mill and 2" asphalt overlay with ramps & fillets $250,000
22nd Avenue 3rd Street to Orchard Drive 2500 48 Mill and 2" asphalt overlay with striping $400,000
3rd Avenue Harvey Dunn to 11th Street 700 35 Mill and 2" asphalt overlay $50,000
Railroad Street Western Avenue to 1st Ave So Concrete Pavement Repairs $100,000
32nd Avenue & Lefevre Dr New Traffic Signal (if warranted)New traffic signal $200,000
Opticoms 8th Street South: 2 intersections $30,000
Railroad Crossing Improvements 20,000$
1,514,000$ 757,000.00
2019
Street and Railroad Improvements
Chip Sealing/7 year rotation 315,000$
Street Improv
Alley Location to be determined 400 20 Mill and 2" asphalt overlay $20,000 1,430,000$
5th Street South Medary Avenue to 17th Avenue South 2800 30 Mill and 2" asphalt overlay with striping $130,000
22nd Avenue Orchard Drive to 11th Street South 2300 48 Mill and 2" asphalt overlay with striping $400,000
32nd Avenue N. of 6th Street to Swiftel driveway 700 36 Widen to the east, curb & asphalt $250,000
Railroad Street Western Avenue to 1st Ave So Concrete Pavement Repairs $100,000
20th Street South Medary Avenue to 22nd Avenue 2600 26 Mill and 2" asphalt overlay with ramps & fillets $500,000
Opticoms Medary Avenue: 2 intersections $30,000
Railroad Crossing Improvements 20,000$
1,765,000$ 882,500.00
2020
Street and Railroad Improvements
Chip Sealing/7 year rotation 316,000$
Street Improv 1,485,000$
2nd Street South Division Ave to Main Ave 1300 26 Mill and 2" asphalt overlay with ramps $150,000
17th Avenue South 15th St S to 20th Street South 2300 36 Mill and 2" asphalt overlay with ramps & fillets $170,000
5th Avenue 3rd Street to 6th Street permanent pavement striping on concrete street $70,000
3rd Avenue 3rd Street to 6th Street permanent pavement striping (on concrete street)$75,000
9th Avenue 8th Street to 11th Street 1600 26 Mill and 2" asphalt overlay with ramps $80,000
12th Avenue 6th Street to 8th Street 900 26 Mill and 2" asphalt overlay with ramps $55,000
Railroad Street Western Avenue to 1st Ave So Concrete Pavement Repairs $100,000
8th Street Western Avenue to Medary Avenue 5280 26 Mill and 2" asphalt overlay with fillets & ramps $375,000
7th Avenue South Remington Drive to Hunters Ridge Drive 2000 36 Mill and 2" asphalt overlay with fillets & ramps $200,000
2nd Street South Main Avenue to Medary Avenue 2600 26 Mill and 2" asphalt overlay with ramps & fillets $210,000
1,801,000$ 900,500.00
Payable in 5 Installments 2015 2016 2017 2018 2019 Total
Prairie Hills 319,371$ 63,874.20 63,874.20 63,874.20 63,874.20 63,874.20 319,371.00
Christie Springs 105,051$ 21,010.00 21,010.00 21,010.00 21,010.00 21,010.00 105,050.00
Christie Heights 417,485$ 66,381.00 66,381.00 66,381.00 66,381.00 151,960.00 417,484.00
Total 841,907$ 151,265.20 151,265.20 151,265.20 151,265.20 236,844.20 841,905.00
Brookings School District 296,280$ 296,280.00
Annual receipts due on 12/31 of year indicated 447,545.20$ 151,265.20$ 151,265.20$ 151,265.20$ 236,844.20$
Deferred
Christie - Home Site 32,775$
Taylor 341,058$
Christie- S of 26th St S (S Acreage) 168,028$
Christie - S. West of School (Water Only)34,328$
576,189$
S. Main Project Assessments
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 2015-0725,Version:1
Review of Subsidy Application Process
Summary:
Pursuant to previous City Council action, the council wanted a review of the application process for
city funding of outside agencies and organizations, commonly referred to as the subsidy process.
This was to be done outside of the usual budget compilation process so it could be conducted
independent of any budgetary or applicant considerations.
July 7, 2015 City Council Meeting Minutes: “A motion was made by Council Member Hansen,
seconded by Council Member Bacon, to direct staff to investigate ways to make the subsidy process
more efficient and consistent and present at the second council meeting in October. The motion
carried by the following vote: Yes: 6 - Reed, Hansen, Niemeyer, Thorpe, Meyer, and Bacon; Absent:
1 - Corbett.”
Background:
The past practice has been for the City Clerk’s office to issue a news release announcing the
application period on electronic, print, and social media. Applications may be picked up at the City
Clerk’s office or downloaded from the city website. All submitted applications are collected, copied to
a disk or flash drive, and forwarded to the City Council. In accordance with all other budgetary
requests, the City Manager reviews all applications and submits a staff recommendation which is
incorporated into the overall budget recommendation. As part of the overall budget, subsidy requests
are subject to City Council review during the various budget workshops. The City Manager’s
recommendation on each subsidy application is one of three options: (1) recommend funding in it’s
entirely; (2) recommend funding in a reduced amount; or (3) recommend denial of any funding.
The existing subsidy policy and application form were the subject of substantial policy discussions
several years ago when the current process was overhauled and somewhat formalized. Like most
budgetary considerations, there is a certain degree of subjectivity involved with making subsidy
award decisions. Where this portion of the budget sometimes stalls is because subsidy application
funding is highly political and subject to external lobbying activities by the various stakeholders while
the vast majority of the rest of the budget, that being departmental budgets, is not subject to internal
lobbying by department heads, which would be inappropriate for obvious reasons. To be clear,
applicants should have the right to make their case to the City Council once the applications have
been submitted.
Staff believes the applications contain sufficient information to make funding decisions and that little
is served by having individual applicant appearances and presentations at the budget workshops.
While we have kept the total amount of subsidy funding relatively constant or increased gradually, the
Council has never set a total “cap” on the aggregate amount of subsidy funding. While seemingly an
attractive alternative, that approach arbitrarily negates the value of the applications while opting to
place a ceiling on total spending. Most are ‘repeat’ applications from year to year with very little
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change in even the wording. It is clear most agencies are relying upon city funding for their on-going
operational expenses. Obviously, this creates a financial dependency upon city funding. Such
funding is typically perceived as an entitlement as opposed to a grant.
Most granting agencies do not typically fund on-going operating expenses opting instead to fund one-
time special projects, or start-up initiatives that are designed to eventually become less reliant on
grant funding. Still, this cannot be expected of certain agencies we fund whose mission is properly
aligned and central to the core mission of city government, such as transit or economic development.
Some municipalities use this philosophy to make a general decision about funding outside agencies.
That is, they fund those they believe are properly-aligned with the city’s mission and do not fund
those that are not, such as social or human service programs.
Recommendation:
Clearly, there is no ‘best practice’ for this type of funding decision and staff cannot recommend any
improvements to our current process. Because of the extensive amount of subjectivity involved in
the ’vetting’ of each application, the answer would lie with the amount of deliberation the council
wishes to expend in this process, just like any other part of the budget.
Attachments:
Subsidy Application Form
Criteria for Analyzing Applications
Governance and Ends Policy - Subsidy Guidelines
City of Brookings Printed on 10/15/2015Page 2 of 2
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1 Updated 4/24/2015
APPLICATION FOR CITY FUNDS
BROOKINGS, SD
Mission Statement
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.
Application Process:
The Brookings City Council evaluates program-funding proposals on an annual basis for funding
in the following calendar year. The City’s fiscal year is January 1 to December 31. Proposals
must be submitted in accordance with the budget cycle schedule and proposal format outlined
below. Please note that requests may only be made during this period of time. Completed
applications must be received on or before June 5, 2015.
City Budget Cycle Schedule:
June 5, 2015 Deadline to submit completed funding proposal to City Clerk
(early submission is encouraged)
June Preliminary meetings with City Manager upon invitation
August Council review of budget
September Council adoption of budget
October Notification of funding
Applicant Qualifications:
Applicant must be located or provide services within the city of Brookings.
Funding requests from individuals, religious or political groups are ineligible.
Funding requests from qualified organizations outside of the funding timeline prescribed
therein will not be considered.
2 Updated 4/24/2015
Proposal Requirements:
1. Completed funding application.
2. Cover letter signed by the senior administrative official that briefly describes the project
and funding request.
3. Narrative statement of program.
4. Most recent audit.
5. Most recent budget.
6. List of current board members of Board of Directors.
Submission Instructions:
Please read the application form carefully and refer to the Proposal Requirements for
clarification. All information should be entered in the space provided or “not applicable”
inserted. Incomplete applications will not be considered.
o All proposals must be typed.
o Submit three (3) full sets of the completed application packet. Application packets should
be assembled with a manila folder or clip; do not use plastic covers or binders. Do not send
program videotapes or architectural renderings. Materials submitted will not be returned.
Mail or deliver completed application packets to Shari Thornes, Brookings City Clerk,
Brookings City & County Government Center, 520 Third Street, Suite 230, PO Box 270,
Brookings, SD 57006.
o A full electronic set is also required. Email the application packet in its entirety to
sthornes@cityofbrookings.org.
o Deadline: June 5, 2015
Budget Hearings:
Brookings City Council budget meetings are held in July, August, and September and are open
to the public. Applicants are encouraged to attend all budget meetings to remain informed
during the process. However, applicants may or may not be invited to make a presentation on
their funding proposal. Applicants should be prepared to answer questions based on the
application. All proposed handouts must be provided to the City Clerk in advance for approval
and distribution. Direct distribution of materials to the City Council members is not permitted.
Final action on the budget occurs at the last Council meeting in September.
3 Updated 4/24/2015
Subsidy Agreement and Reporting Requirements:
If awarded funding, the City of Brookings requires all recipients of municipal funds to enter into
appropriate agreements that identify the reason for the subsidy, the public purpose served by
the subsidy, subsidy payment schedule, final the specific performance measurements to be
attained, and final reporting on outcomes. Failure to provide final reporting of funds and all
other required reports will make applicant ineligible for future subsidies.
All agreements and reports shall be timely prepared and filed with the City Clerk. Failure to
comply with any of these requirements may result in the revocation of the requested subsidy as
well as fines, repayment requirements, and a determination that the organization is ineligible
for future municipal subsidies for a period of years.
Compliance with Americans with Disabilities Act and City of Brookings ADA Policies
Required as Condition of Funding
Title II of the ADA prohibits public entities from discriminating against or excluding people from
programs, services, or activities on the basis of disability. The standard against which programs
and services will be measured for the purpose of ADA compliance is one of overall program
accessibility: all City of Brookings programs, services, and activities, when viewed it its entirety,
must be readily accessible to and usable by individuals with disabilities.
Therefore, the City of Brookings requires all city-owned and/or funded new, remodeled, and
retrofitted facilities comply with the requirements of the federal Americans with Disabilities Act
guidelines and all City ADA related policies.
CITY POLICY: “Automatic Door Openers Required in New Construction, Remodels, and
Retrofits of City Owned or City Funded Facilities.”
The City of Brookings recognizes automatic door openers can provide improved access to its
services for all citizens, including those with disabilities. Therefore, automatic and/or manual
(push-button) door openers will be required in all new construction, remodel, or retrofit of city
owned or city funded facilities. Automatic door opening devices, in compliance with ADAAG
requirements, must be installed in primary entrances closest to the accessible parking.
CITY POLICY: “Use of Platform Lifts Prohibited in New Construction, Remodels, and Retrofits
of City Owned or City Funded Facilities.”
Although the ADAAG, Section 1109.7 Lifts, states that platform (wheelchair) lifts are permitted
to be a part of a required accessible route in new construction in some circumstances, the City
of Brookings recognizes that platform lifts typically result in a separate, stigmatizing experience
for people who use them, a situation that violates the spirit of the ADA as well as the principles
of universal design.
4 Updated 4/24/2015
Therefore, platform lifts (also referred to as mechanical lifts or wheelchair lifts) will not be
allowed in the new construction, remodel, or retrofit of city owned or city funded facilities.
Elevators or ramps must be provided as a means of access.
CITY POLICY: “Family Restrooms Required in New Construction, Remodels, and Retrofits of
City Facilities and Parks.”
In addition to men’s and women’s restrooms, the installation of a family or “unisex” restroom is
recommended, not required, by the Americans with Disabilities Act. The City of Brookings
recognizes that all citizens can benefit from a family restroom in city facilities. A family
restroom provides flexibility by meeting the needs of many people while providing a private
environment. For this reason, the City of Brookings will require all new construction, remodels,
and retrofits of all City owned and/or city funded new facilities include the installation of a
family restroom in addition to compliance with all other requirements of the federal Americans
with Disabilities Act guidelines.
The City ADA Compliance Officer 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.
Compliance with these policies is a condition for acceptance of the funding. For more
information regarding these policies and procedures, please contact Shari Thornes, City ADA
Compliance Officer, at 605-692-6281.
Return completed applications to:
Shari Thornes, Brookings City Clerk
520 3rd St., Suite 230
Brookings, SD 57006
(605) 692-6281 -- sthornes@cityofbrookings.org
5 Updated 4/24/2015
City of Brookings, South Dakota
APPLICATION FOR CITY FUNDS
Mission Statement
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.
Applicant Information:
1. Applicant:
address
telephone
fax
email address
2. Contact (individual responsible for the project):
name
title
address (if different)
telephone
fax
email address
3. Applicant is:
nonprofit organization
government agency
for-profit business
an individual
other
4. Amount Requested: $
6 Updated 4/24/2015
Brief History of Organization/Applicant:
If the applicant is a nonprofit organization, please state its mission. For a for-profit business,
state the nature of the business.
Description of services provided and persons served.
Provide a description of the program characteristics which distinguish it from others in
Brookings.
Identify the key issues facing your organization at this time.
7 Updated 4/24/2015
Summary Project Description
Provide the name of the project or program and describe in it in 50 words or less.
Location of project or program:
Date(s) of implementation:
8 Updated 4/24/2015
Project Summary:
(Attached narrative not to exceed 5 typed pages in 12 point font and 1 inch margins)
1. State the project and/or program’s purpose, significance, ownership, schedule and
anticipated outcomes.
2. Discuss how the project will help your organization position itself to respond more
effectively to the KEY issues described under the organizational information section on
Page 4.
3. Does this project replace another facility or program? Are there similar programs in
Brookings or serving the City of Brookings?
4. Outline total project costs, funds requested from city, and funds to be provided by other
sources.
5. Provide reliable information and projections indicating direct net impact on future city
operating funds and budgets for five years.
6. Describe efforts for securing funds from other non-city sources. Is your organization
eligible for grants for matching funds?
7. Will the project benefit sales tax revenue in the City and if so, in what way? Is the
impact measurable and, if so, what is the estimated impact on sales tax revenues?
8. What is the economic benefit to the community other than tax revenues?
9. What effect will the completed project have on the organization’s overall budget?
10. List other Brookings agencies or organizations that interact and cooperate with your
organization.
11. Describe and quantify users and/or beneficiaries of the project. How many
families/businesses does this program serve or affect?
9 Updated 4/24/2015
12. Describe measurable goals and performance measurements that you intend to
accomplish in the next year and two years. The performance measurements should:
A. Be based on program objectives that tie to the organization’s goals and program
mission or purpose;
B. Measure program results or accomplishments;
C. Provide for comparisons over time;
D. Measure efficiency and effectiveness;
E. Be reliable, verifiable and understandable;
F. Be reported internally and externally;
G. Be monitored and used in decision-making processes; and
H. Be limited to a number and degree of complexity that can provide an efficient and
meaningful way to assess the effectiveness and efficiency of key programs.
Certification
Acting as the duly authorized representative for the described project and its sponsoring
organization/agency/business, I certify the information submitted is correct to the best of my
knowledge and belief and submit this request for funding to the City of Brookings.
Name Title
Signature Date
10 Updated 4/24/2015
City Council & Staff Criteria
for Analyzing Applications
1. Awards need to address one or more of the following categories:
_ Affordable Housing
_ Arts & Culture
_ Youth Development
_ Diversity
_ Economic Development
_ Education & Literacy
_ Environment
_ Government Stewardship
_ Health
_ Parks, Recreation & Open Spaces
_ Partnerships
_ Preservation/ History
_ Safety
_ Transportation/Transit
2. The Effect on the Citizens
a. Will services improve?
b. Will members of the public find satisfaction with the program or facility?
c. Does the action contribute to a diverse economy in Brookings?
d. Does the action contribute to a high quality of life in Brookings?
e. Does applicant adequately describe consequences if program or service is not funded?
3. Financial Impact
a. Impact to current operating or capital budgets.
b. Impact to Capital Improvement Plan.
c. Impact to Cash Flow.
d. Impact to future Budgets and Plans.
e. Duration of funding commitment.
4. Staff Review
a. Is there a management recommendation?
b. Is the request or proposal able to be met and/or implemented?
c. Impact on Council Goals and Ends Policies.
d. Impact on Departmental Goals.
e. Has it been adequately researched by staff and presenter?
f. Does it require a change in policy?
g. Have those affected been involved?
h. Has the proper committee, if necessary, been involved?
i. Evidence of clearly defined performance measurements.
5. Agreement to comply with all City ADA Policies. Policy is included in application packet.
(Acceptance of an award in any amount requires compliance with City ADA policies.)
10 Updated 4/24/2015
City Council & Staff Criteria
for Analyzing Applications
1. Awards need to address one or more of the following categories:
_ Affordable Housing
_ Arts & Culture
_ Youth Development
_ Diversity
_ Economic Development
_ Education & Literacy
_ Environment
_ Government Stewardship
_ Health
_ Parks, Recreation & Open Spaces
_ Partnerships
_ Preservation/ History
_ Safety
_ Transportation/Transit
2. The Effect on the Citizens
a. Will services improve?
b. Will members of the public find satisfaction with the program or facility?
c. Does the action contribute to a diverse economy in Brookings?
d. Does the action contribute to a high quality of life in Brookings?
e. Does applicant adequately describe consequences if program or service is not funded?
3. Financial Impact
a. Impact to current operating or capital budgets.
b. Impact to Capital Improvement Plan.
c. Impact to Cash Flow.
d. Impact to future Budgets and Plans.
e. Duration of funding commitment.
4. Staff Review
a. Is there a management recommendation?
b. Is the request or proposal able to be met and/or implemented?
c. Impact on Council Goals and Ends Policies.
d. Impact on Departmental Goals.
e. Has it been adequately researched by staff and presenter?
f. Does it require a change in policy?
g. Have those affected been involved?
h. Has the proper committee, if necessary, been involved?
i. Evidence of clearly defined performance measurements.
5. Agreement to comply with all City ADA Policies. Policy is included in application packet.
(Acceptance of an award in any amount requires compliance with City ADA policies.)
City of Brookings
Ends Policy 1, Financial Stability
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Guideline H: Appropriation and Subsidy Policy & Guidelines
Purpose. The purpose of this policy is to establish guidelines and criteria regarding the allocation and
use of municipal subsidies within the City of Brookings. These guidelines shall be used in
processing and reviewing applications requesting municipal subsidy assistance. Protecting the
financial interest is of the City of Brookings is of the utmost importance, so it is the intent of the
City to provide a minimum amount of municipal subsidies, as well as other incentives that the City
may deem appropriate, for the shortest term required for the project to proceed.
The City reserves the right to approve or reject projects on a case-by-case basis, taking into account
established policies, specific project criteria, and demand on city services in relation to the potential
benefits to be received from a proposed project.
Meeting policy guidelines or other criteria does not guarantee the award of municipal subsidies.
Furthermore, the approval or denial of one project is not intended to set precedent for approval or
denial of another project.
Whenever possible, it is the City’s intent to coordinate the use of municipal services with other local
governing bodies and taxing jurisdictions.
Objective of Municipal Subsidies. 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.
To fulfill this commitment, the Brookings City Council will closely examine its goals and the goals of
its city departments to identify outcomes that will meet the standards as outlined in the mission
statement above.
The Council also recognizes that its support of programs and services outside the scope of its city
departments may be necessary to fulfill the commitment and achieve the desirable quality of life for
its citizens. As a matter of policy, the City of Brookings will consider using municipal funds to assist
in the following areas, but are not limited to, opportunities in the areas of:
Affordable Housing
Arts & Culture
Youth Development
Diversity
Economic Development
Education & Literacy
Environment
Government Stewardship
Health
Parks, Recreation & Open Spaces
Partnerships
Preservation/ History
Safety
Transportation/Transit
The Brookings City Council may choose to annually allocate a specified funding amount for a
specific category, regardless of the number of applicants for that particular programming area.
General Guidelines for the Allocation of Municipal Subsidies. The City of Brookings may allocate up to four
(4) percent of the annual General Fund expenditures to subsidize community needs and programs.
The City’s current and projected financial health and stability will be the key deciding factor in
determining its ability to provide funds to outside organizations.
In addition, the Council will consider a number of factors as defined in the City’s Funding
Application when making this decision. A key factor will be the applicant’s ability to provide a
service or outcome that improves the quality of life for the citizens of Brookings. The applicant
must also provide a “but for” analysis which demonstrates the need for public assistance. Other
factors include the applicant’s ability to become self-sustaining, the duration of the funding
commitment, and operating verses capital requests.
Municipal subsidy will not be used for projects that would place extraordinary demands on city
infrastructure and services.
Request for donations or subsidies from individuals, religious or political groups based out of the
City of Brookings will not be considered.
Request for donations or subsidies from qualified organizations outside of the funding timeline will
not be considered.
General Guidelines for Subsidies. The Brookings City Council evaluates program-funding proposals on
an annual basis for funding in the following calendar year. The City’s fiscal year is January 1 to
December 31. Proposals must be submitted to the City Clerk in accordance with the budget cycle
schedule and proposal format outlined below. Requests may only be made during this period of
time. Completed applications must be received on or before June 1st of each given year.
Following, a review by the City Manager and Finance Manager, the application shall be referred to
the City Council for further consideration during the annual budget meetings.
Organizations applying for a donation or subsidy must submit a completed Application for Funding
along with a detailed description of the project; a preliminary site plan; the amount requested; the
duration of the funding request; the public purpose of the project; verifiable funding sources and
uses; and a “but for” analysis which demonstrates the need for public assistance. Additional
documents which may be required include the organization’s current expense statement and budget,
Board of Directors listing, current Annual Report, and all other items specified in the City of
Brookings Application for Funding.
Budget Hearing Process. Brookings City Council budget meetings are held in the months of August and
September. All budget meetings are open to the public. Applicants may or may not be invited to
make a presentation on their funding proposal. Applicants are encouraged to attend all budget
meetings to remain informed during the process. Applicants should be prepared to answer
questions based on the application. Final action on the budget occurs at the last Council meeting in
September.
Brookings School District Subsidies. Appropriation of public funds can be set aside for specific purposes
which promote the City of Brookings mission and the local quality of life within the City of
Brookings. Brookings Municipal Utilities transfers funds each year to the General Fund as a means
to keep city property taxes at a low level for the citizens of Brookings. The City of Brookings may
annually appropriate up to 15% of the transfer from the Brookings Municipal Utilities to the
Brookings School District.
Economic Development/Promotions Subsidies. A subsidy from the 3rd B Fund shall meet the requirements
of the SD State Statute 10-52-8*. Funds will be appropriated from the 3rd B Fund to entities with
the capacity to promote and advertise the city, its facilities, attractions, and activities. In any fiscal
year, the City may require the unencumbered funds be returned to the City 3rd B Fund.
Subsidy Agreement and Reporting Requirements. The City of Brookings requires all recipients of
municipal funds to enter into appropriate agreements that identify the reason for the subsidy, the
public purpose served by the subsidy, subsidy payment schedule, final the specific performance
measurements to be attained, and final reporting on outcomes. Failure to provide final reporting of
funds and all other required reports will make applicant ineligible for future subsidies.
The City has established the policy that financial, service and program performance measures be
developed and used as an important component of decision making and incorporated into
governmental budgeting. The City encourages all departments to utilize performance measures. At
a minimum, performance measures should be used to report on the outputs of each program and
should be related to the objectives of each department.
The performance measurements should:
1. Be based on program objectives that tie to the City Council’s goals and program mission or
purpose;
2. Measure program results or accomplishments;
3. Provide for comparisons over time;
4. Measure efficiency and effectiveness;
5. Be reliable, verifiable and understandable;
6. Be reported internally and externally;
7. Be monitored and used in decision-making processes; and
8. Be limited to a number and degree of complexity that can provide an efficient and
meaningful way to assess the effectiveness and efficiency of key programs.
All agreements and reports shall be timely prepared and filed with the City Clerk. Failure to comply
with any of these requirements may result in the revocation of the requested subsidy as well as fines,
repayment requirements, and a determination that the organization is ineligible for future municipal
subsidies for a period of years.
* Applicable State Statute:
10-52-8. Additional tax on lodgings, alcoholic beverages, prepared food, and admissions -- Purposes -- Conformance with state sales and use tax.
Notwithstanding the tax rate limitations of §10-52-2 or 10-52-2.1, any municipality may impose an additional municipal non-ad valorem tax at the rate
of one percent upon the gross receipts of all leases or rentals of hotel, motel, campsites, or other lodging accommodations within the municipality for
periods of less than twenty-eight consecutive days, or sales of alcoholic beverages as defined in §35-1-1, or establishments where the public is invited
to eat, dine, or purchase and carry out prepared food for immediate consumption, or ticket sales or admissions to places of amusement, athletic, and
cultural events, or any combination thereof. The tax shall be levied for the purpose of land acquisition, architectural fees, construction costs, payments
for civic center, auditorium, or athletic facility buildings, including the maintenance, staffing, and operations of such facilities and the promotion and
advertising of the city, its facilities, attractions, and activities. Such taxes shall conform in all respects to the state sales and use tax on such items with
the exception of the rate.
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 2015-0724,Version:1
City Council Ex-Officio Reports
Summary:
Pursuant to council direction, “City Council Member Ex-Officio Reports” will be a standing agenda
item at all Council Study Sessions. The Council Members that serve as Ex-Officio members on the
Brookings Health System Board of Trustees and Utility Board will provide verbal reports regarding
recent meetings they have attended.
Brookings Municipal Utility Board:
1.Council Member Niemeyer
2.Council Member Meyer
Brookings Health Systems Board of Trustees:
1.Council Member Hansen
2.Council Member Corbett
City of Brookings Printed on 10/15/2015Page 1 of 1
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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 2015-0730,Version:1
Executive Session, pursuant to SDCL 1-25-2, for purposes of consulting with legal counsel or
reviewing communications from legal counsel about proposed or pending litigation or contractual
matters, and preparing for contract negotiations or negotiating with employees or employee
representatives.
1-25-2. Executive or closed meetings--Purposes--Authorization--Misdemeanor.
Executive or closed meetings may be held for the sole purposes of:
1) Discussing the qualifications, competence, performance, character or fitness of any
public officer or employee or prospective public officer or employee. The term “employee”
does not include any independent contractor;
2) Discussing the expulsion, suspension, discipline, assignment of or the
educational program of a student;
3) Consulting with legal counsel or reviewing communications from legal counsel about
proposed or pending litigation or contractual matters;
4) Preparing for contract negotiations or negotiating with employees or employee
representatives;
5) Discussing marketing or pricing strategies by a board or commission of a business
owned by the state or any of its political subdivisions, when public discussion may be
harmful to the competitive position of the business.
However, any official action concerning such matters shall be made at an open official meeting. An
executive or closed meeting shall be held only upon a majority vote of the members of such body
present and voting, and discussion during the closed meeting is restricted to the purpose specified in
the closure motion. Nothing in § 1-25-1 or this section may be construed to prevent an executive or
closed meeting if the federal or state Constitution or the federal or state statutes require or permit it.
A violation of this section is a Class 2 misdemeanor.
Source: SL 1965, ch 269; SL 1980, ch 24, § 10; SL 1987, ch 22, § 1.
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