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HomeMy WebLinkAbout2013_01_15 CC PKT1 Brookings City Council Tuesday, January 15, 2013 5:00 p.m. Study Session Brookings City & County Government Center Community Room, Room 300 520 Third Street 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. 1. Storm Drainage Channel Cleaning Policy Attachments: Staff Report - Staff presentation – City Engineer - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date 2. Updates from Subsidy Groups: a. Brookings Ice Skating Association Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date b. Brookings Wrestling Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date c. Brookings Friends of Baseball Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date d. Brookings Swim Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date e. Boys & Girls Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 2 3. Staff Update on Dakota Nature Park Project General topics that staff needs to communicate to Council on, but do not need a full discussion or feedback from Council; a brief written update is sufficient. However, if requested, update can be moved to discussion agenda. 4. Municipal Mobile Applications (Apps) Attachments: Summary of current City apps - Council Questions/Discussion 5. Council Reports: A. Ex-Officio Reports B. Joint Powers Board 6. Identify topics for future study sessions (motion required) 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. 7. Adjournment Brookings City Council Tim Reed, Mayor, Keith Corbett, Deputy Mayor & Council Member Council Members Tom Bezdichek, Jael Thorpe, John Kubal, Mike McClemans, Ope Niemeyer 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. January 15, 2013 City of Brookings 3 1. Storm Drainage Channel Cleaning Policy Attachments: Staff Report - Staff presentation – City Engineer - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date To: Jeff Weldon, City Manager and Brookings City Council From: Jackie Lanning, City Engineer and Thad Drietz, Assistant City Engineer RE: Memo on Storm Drainage Channel Cleaning Policy Date: 1/10/13 This memo is pursuant to the City Council motion on December 4, 2012 to examine the Storm Drainage Policy regarding Storm Drainage Channel Clean-Out Policy. This memo is providing information on the three separate issues which are: • Cleaning and Maintenance of 6-Mile Creek • Cleaning and Maintenance of Drainage Channels within Brookings City Limits • Cleaning and Maintenance of Drainage Channels outside Brookings City Limits Cleaning and Maintenance of 6-Mile Creek Six Mile Creek is not a storm drainage channel. It is a geographic feature and is federally registered as a “stream” by the USGS. It is also considered “Waters of the U.S.”, which places all cut and fill activities under the jurisdiction of the U.S. Army Corps of Engineers’ 404 fill permit. Such activities can include mucking out with a back hoe, modifying the flow path, placement of any fill material, or physical removal of tree stumps. These activities may not appear to be viewed as “fill”, but they all involve the mechanical displacement of soil in one way or another. The permit process may require identifying the work area, surveying, delineating the average high water level, delineating any connected wetlands, describing of the nature and purpose of the work, submitting design drawings and proposed finished grades, and providing a description of how the disturbance can be avoided, minimized, or otherwise compensated for. Once the 404 application is submitted, the Corps issues a jurisdictional determination and opens up a public comment period, as well as an intergovernmental agency review period. This is when the public and the South Dakota Dept. of Environment and Natural Resources, South Dakota Game, Fish, & Parks, U.S. Dept. of Agriculture, and the U.S. Dept. of the Interior have the opportunity to study the proposed work and issue their recommendations or objections to the project. The removal of trees in Six Mile Creek does not require a 404 Permit, provided the stumps are left in place. Since the water levels were low this winter, the City undertook a tree removal project on a portion of Six Mile Creek on City-owned land between Western Ave nue and the Highway 14 Diagonal. We utilized the City forestry crew to January 15, 2013 City of Brookings 4 accomplish this work, which took four crew members approximately 60 hours, resulting in a total of 240 man-hours to finish the project. The crews left the tree stumps in place so the banks would not be disturbed, triggering a 404 permit. The City crew only worked on land adjacent to the creek which was owned by the City. Since Six Mile Creek is under federal jurisdiction, the City does not have a specific policy regarding cleaning and maintenance of the creek, and we have always referred to the federal regulations regarding any work performed. Cleaning and Maintenance of Drainage Channels within the City Limits The City has a network of storm drainage pipes, channels, and ponds within the City limits. Most of the storm drainage pipes are in existing drainage easements and rights- of-ways, and in most cases, the City is responsible for maintaining the storm drainage pipe network. There are a few cases where private property owners have constructed private storm sewer pipes which connect into the City’s network and those are maintained by the private property owner. There are a number of open-channel drainage ways within the City. These can be either natural or manmade. Some are in drainage easements, some are not. In any case, general maintenance of such channels, such as mowing and removal of debris, is the responsibility of the landowner. The main purpose of a drainage easement is to protect a drainage feature from unauthorized modification, building, or fill encroachment. A secondary purpose of an easement is to give the City access to the drainage feature for investigation of illicit discharge, as is prescribed by the EPA’s Phase II MS4 program under the Clean Water Act. The City does not have a specific policy regarding channel cleaning and maintenance. Each channel or waterway is examined on a case-by-case basis. City staff examines factors such as if there is an existing easement, if the channel is part of a major drainage way system, or if there are physical blockages in the channel such as sediment, etc. It would be very difficult to write one specific policy which would address all of the varying situations. City staff does review the channel network every year to determine which areas require channel maintenance. As many of these channels are not visible from the public right-of-way, the City relies on private landowners to inform staff of issues. The City generally hires private contractors to perform channel maintenance in the fall or early winter when conditions are favorable. Cleaning and Maintenance of Drainage Channels outside City Limits The City realizes storm drainage follows the laws of physics, not jurisdictional boundaries. It should also be understood that most development is impervious and every home, street, and business unavoidably displaces a certain amount of rainwater that would normally be absorbed into groundwater; thereby increasing runoff quantity and the peak flow rate. The City of Brookings has recently undertaken significant steps to regulate peak storm water flows within the City’s jurisdiction. In 2006, the City adopted ordinances requiring new developments to incorporate detention to regulate peak flow. In 2009, a Drainage Master Plan was adopted to identify potential projects January 15, 2013 City of Brookings 5 that would further control runoff from previously unregulated watersheds. Several of these projects have already been completed with noticeable results. All of these efforts reduce the peak flow rate of water flowing through downstream channels outside City limits. The City currently has no policy relating to channel maintenance outside its jurisdiction. After some research and discussion with County staff, we were made aware of a few options for channel maintenance outside City limits. County ordinance does allow drainage districts to be formed by landowners in the County for channel maintenance. Landowners may join together when forming a district, which would give taxing authority for each landowner to pay a share of a larger project, thereby benefitting a larger segment of a channel. The County also has performed master drainage plans in certain areas as well. The City could also be involved if there were a Joint Drainage Master Plan Project developed with the County. January 15, 2013 City of Brookings 6 2. Updates from Subsidy Groups a. Brookings Ice Skating Association Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date b. Brookings Wrestling Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date c. Brookings Friends of Baseball Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date d. Brookings Swim Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date e. Boys & Girls Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 7 a. Brookings Ice Skating Association Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 16 b. Brookings Wrestling Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 20 c. Brookings Friends of Baseball Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 23 d. Brookings Swim Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 29 e. Boys & Girls Club Attachments: Excerpts from 2012 subsidy funding application - Presentation - Council Questions/Discussion - Item to return to Council for consideration or adoption at later date January 15, 2013 City of Brookings 38 3. Staff Update on Dakota Nature Park Project General topics that staff needs to communicate to Council on, but do not need a full discussion or feedback from Council; a brief written update is sufficient. However, if requested, update can be moved to discussion agenda. January 15, 2013 City of Brookings 39 4. Municipal Mobile Applications (Apps) Attachments: Summary of current City apps - Council Member Thorpe Presentation - Council Questions/Discussion Public Use Mobile Apps Definition – an app, short for ‘application’ is a software application tool that helps you accomplish a task or find information. Apps can be downloaded to your mobile device for free or there may be a charge. Public use apps are tools the public can utilize to find or report information. Current Capability Currently, the City of Brookings has two public use apps through its website - www.cityofbrookings.org. Both are currently available only on the iPhone and iPad. 1) Citizen Request Tracker (CRT) iPhone App – Allows citizens to report issues – potholes, graffiti, down street lights, etc. to the City of Brookings. The CRT iPhone App keeps a history of all user requests, keeps a profile of the user’s information, and submits requests right from their iPhone. Features include: o Uses GPS to pinpoint the location o Take pictures with the user’s phone and submits them with their request o See a history of the user’s requests o Profile information is stored on the user’s app 2) Facilities iPhone App – Allows citizens to search for a community facility, such as a park or gym, view the amenities the facility offers. Future Capability Other possible apps will soon be available through: • Park & Recreation ActiveNet for Edgebrook Golf Course - reserve tee-times, use GPS to plot hole yardage, scorecard, order food/beverage from the clubhouse and push notifications to users. Compatible with IOS and Android phones. • Library – catalog searching and library information. CivicPlus will soon be releasing an app for the entire website. This app will be fully integrated with our current website and the Government Content Management System and be cross platform compatible. Through one app, the public will be able to access: • Citizen Request Tracker o Current categories - these were selected within the departments at the time the website was created. We have the ability to add or modify the categories. January 15, 2013 City of Brookings 40  City Clerk • Special events  City Manager • General concern  Community Development • Abandoned / inoperable vehicles • Front yard and boulevard parking • Obstructed sidewalks • Occupancy concerns • Property maintenance  Engineering • Construction • Damaged curb / sidewalk • Drainage • Traffic lights  iPhone  Landfill • Garbage / recycling  Parks, Recreation & Forestry • Boulevard trees • Branches over sidewalk / street  Police Department • Illegally parked cars  Street • Potholes • Street / alley conditions • Street signs o Reporting capability  Statistics include date ranges, open/closed requests, average timeframe it takes to close a request • Can be searched by department or specific category • Can be exported into Excel or alternate program January 15, 2013 City of Brookings 41 Citizen Request Tracker Through the Apple App Store, search and download Citizen Request Tracker (free app through CivicPlus). In order to report a concern, go through the prompts: 1. Upon entering the CRT app, you will be prompted to use your current location. Select OK. 2. Organization – choose Brookings, SD. 3. Location – choose the location of the concern. Use the pin to select the location by push & dragging or select + to manual enter the location (i.e. Corner of 6th and Medary, Brookings, SD 57006). Press save. 4. Description – enter the description of the concern and press save. 5. Attach a Photo – this entry is optional. You can attach an existing photo, take a new photo or not submit a photo. 6. Click on Submit. This will prompt you to enter your user profile (name, email, phone number and address). You only need to enter this information once. It saves your profile for future requests. Then submit your new request. 7. You will receive an email with the details of your request. Once a request is submitted, it gets routed and emailed to the correct department/person. The department/person can reply to the citizen about the request they submitted through the Citizen Request Tracker. The Citizen Request Tracker will keep a date and time history of all communication. January 15, 2013 City of Brookings 42 Facilities Through the Apple App Store, search and download Facilities (free app through CivicPlus). In order to view the information, go through the prompts: 1. Organization – select Brookings, SD. 2. Enter a keyword or filter by type or amenities. 3. A GPS map will appear with a pin marking the location(s). 4. Click on the arrow to view a picture of the facility, the address, directions, phone number, and any additional information (hours, description). January 15, 2013 City of Brookings 43 5. Ex-Officio Reports 5A. Brookings Municipal Utilities & Brookings Health Systems Board Reports Pursuant to council direction, “City Council Member Ex-Officio Reports” will be a standing agenda item at all Council Work 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 McClemans Brookings Health Systems Board: 1. Council Member Kubal 2. Council Member Corbett 5B. Joint Powers Board Pursuant to council direction, “Joint Powers Board City Member Updates” will be a standing agenda item at all Council Work Sessions. The Council Members serving on the Joint Powers Board will provide verbal updates regarding recent meetings they have attended. Mayor Tim Reed & Council Member Kubal January 15, 2013 City of Brookings 44 6. Identify topics for future study sessions (motion required) 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. January 15, 2013 City of Brookings 45 7. Adjourn