HomeMy WebLinkAbout2011_02_08 CC PKT
Brookings City Council
Tuesday, February 8, 2011
City Hall Council Chambers
311 Third Avenue
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 p.m. WORK SESSION
Work sessions are open to the public. During the work session the city staff would brief the council on items for that
particular meeting, introduce future topics, and provide a time for Council members to introduce topics.
1. Review of Industrial Land Policy and Tax Increment Finance District Policy
2. City Council Member Ex-Officio Reports
3. Joint Powers Board members’ Report
4. City Council member introduction of topics for future discussion*
5. Council Invites & Obligations
*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 starting the issue, requested outcome, and time. A majority vote is required.
6:00 p.m. REGULAR MEETING
1. Call to order.
2. Pledge of Allegiance.
3. Record of Council Attendance.
4. Action to approve the following Consent Agenda Items: *
A. Action to approve the agenda.
B. Action to approve the minutes.
C. Action on various volunteer appointments.
D. Action on a request from Susan Scott to abate real estate taxes for a portion of
2010 in the amount of $937.00 for property located at 222 14th Ave., W 57.2’ of Lot
1, Block 2, LeGeros Addition, Parcel #40300-00200-001-00.
E. Action on a request from Rosewood Mobile Home Park to abate real estate taxes
for a portion of 2010 in the amount of $1,373.00 for property located at 930 W.
Hwy 14, N 225’ of OLD of S ½ N ½ SE ¼ 22-110-50, Parcel #40960-11050-224-40.
F. Action on a request from the City of Brookings to abate the real estate taxes for a
portion of 2010 in the amount of $9,728.91 for the following Parcels: 40160-00300-
001-00 / 002-00 / 003-00 / 004-00 / 005-00 / 006-05 / 007-00 / 008-05 / 008-10
(Joint City/County Building location).
G. Action on a request from the City of Brookings to abate the real estate taxes for a
portion of 2010 in the amount of $676.16 for the following Parcel: 04000-11049-
191.00.
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H. Action to abate a portion of the 2011 drainage fee in the amount of $17.41 for
Outlots Addition, N 1320' OF N 1350' EXC W 312' & EXC E 1128.5' & EXC. OLS 2
& 3 & EXC N40' Therein, otherwise known as 1718 20th Street South
I. Action on Resolution No. 17-11 declaring surplus property: one 1989 Spartan
Pumper (Engine #5), Model DS26042.
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.
Open Forum/Presentations/Reports:
5. Open Forum
6. SDSU Student Senate Report
7. Update on the National Children’s Study
Contract Awards / Change Orders
8. Action on Resolution No. 18-11: award bid for Firefighter Gear.
Action: Motion to Approve, Request Public Comment, Roll Call
9. Action on Resolution No. 19-11: award bid for Fire Dept. Command Vehicle.
Action: Motion to Approve, Request Public Comment, Roll Call
10. Action on Resolution No. 20-11: a Resolution Authorizing Change Order No. 1 for
Wildlife Fence Improvement Project, AIP 3-46-0005-23-2010
Action: Motion to Approve, Request Public Comment, Roll Call
Second Readings / Public Hearings
11. Public hearing and action on Resolution No. 21-11, a Resolution of Intent to lease house
at 2150 Derdall Drive.
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
12. Public hearing and action on a Temporary Liquor License request for The Shamrock for
events on 2/11, 2/16 and 2/17/2011.
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
Other Business
13. Discussion and possible action on recommendation from Ad Hoc Parking Committee.
Action: Motion to Approve, Request Public Comment, Roll Call
14. Adjourn.
Brookings City Council
Tim Reed, Mayor
Mike Bartley, Deputy Mayor & Council Member
Council Members Tom Bezdichek, John Kubal, Mike McClemans, Jael Thorpe, Keith Corbett
Council Staff:
Jeffrey W. Weldon, City Manager
Steven Britzman, City Attorney
Shari Thornes, City Clerk
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View the City Council Meeting Live on the City Government Access Channel 9.
Rebroadcast Schedule:
Wednesday @ 1pm
Thursday @ 7 pm
Friday @ 9 pm
Saturday @ 1 pm
The complete City Council agenda packet is available on the city website:
www.cityofbrookings.org
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 Council Packet
February 8, 2011
5:00 P.M. WORK SESSION
** Work sessions are open to the public. During the work session the city staff would brief the council
on items for that particular meeting, introduce future topics, and provide a time for Council members to
introduce topics.
1. Review of Industrial Land Policy and Tax Increment Finance
District Policy.
To: Mayor and City Council Members
Jeff Weldon, City Manager
From: Mike Struck, Community Development Director
Re: Industrial Land Policy and Tax Increment Financing Policy
Pursuant to Council direction, staff has enclosed the current and past
policies concerning industrial land and tax increment financing. Review and
discussion of existing policies should strive to achieve the overall goal of
remaining competitive in the economic development environment while
obtaining a return on investment for the community.
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Current Policy: Resolution No. 79-04
City of Brookings, State of South Dakota
Whereas, the City of Brookings is the owner of certain tracts of real estate in Telkamp
Industrial Addition and in Weise Business Park that are available to be sold for private industrial
or commercial development; and
Whereas, it is in the best interest of the City of Brookings and that of prospective developers
and others that the estimated market value of said property be determined from time to time
to aid in considering the sale price thereof.
Now, Therefore, Be and It Is Hereby Resolved by the City Council of the City of
Brookings, South Dakota as follows:
That the estimated market value of properties located in Telkamp Industrial Addition and
Weise Business Park, all in the City of Brookings, South Dakota be determined by formal
appraisal or informal market evaluation periodically and prior to the actual sale of any of such
property.
That this resolution shall supersede any and all prior resolutions and ordinances in conflict with
or inconsistent with this resolution.
Passed and adopted by the City Council of the City of Brookings, South Dakota this 14th day of
December 2004.
Past Policy: Resolution No. 05-97
Be It Resolved, that for a period of three years the City-owned industrial land available for sale
for industrial purposes shall be priced as follows:
SE 1/4 Section 30-T110N-R49W (Telkamp Industrial Park) $10,000 per acre
Wiese Addition
Block 2, 4, 5, and 6 $10,000 per acre to ADC for AGRI-PLEX use only
Block 7 $10,000 per acre
Block 8 $10,000 per acre
Price of land includes paved streets and utility mains and interceptor lines.
Further Be It Resolved that said land shall be for sale for its zoned purposes for immediate
development only. Each sale shall include a guarantee of construction that said land may be
repurchased by the City for the sale amount less all costs of transfer if the planned
development does not occur in the time specified in the resolution of sale.
Passed and approved this 21st day of January, 1997.
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February 8, 2011
Guidelines for the Use of Tax Increment Finance
-City of Brookings, South Dakota-
Purpose of these Guidelines: These guidelines are established to outline the City’s position
governing the intended use of tax increment financing (TIF) as an economic development tool
for development. These guidelines operate within the parameters of SDCL 11-9 as amended;
and shall be used as a procedural framework for considering applications for its use. The
fundamental purpose of tax increment financing in Brookings is to encourage desirable
development or redevelopment that would not otherwise occur but for the assistance provided
through TIF. It shall further be the intent of TIF use to be for the shortest duration possible to
achieve the City’s desired results for the specific project. The City reserves the right to
approve or reject projects on a case-by-case basis, taking into consideration established
policies, project criteria, existing ordinances, and demand on city services in relation to the
potential benefits from the project. Meeting the criteria does not guarantee the award of TIF to
the project. Approval or denial of one project is not intended to set precedent for approval or
denial of another project. Each project is unique and must stand on its own merits.
Section I: Objectives governing the use of TIF
The City will consider using TIF to assist private and public development projects provided
Item (8) in this Section and one additional of the following public purpose objectives are
satisfied.
1. To retain local jobs and/or increase the number and diversity of jobs that offer stable
employment and/or attractive wages and benefits. These jobs should be at the level
sufficient to being considered a living wage/head-of-household income, and be
considered primary jobs.
2. To encourage the redevelopment of deteriorated, contaminated, designated
“brownfield”, or otherwise blighted real property through the investment of TIF
funding; to result in an appreciably higher level of quality redevelopment and private
reinvestment.
3. To stimulate economic development in Brookings by assisting projects that promote the
long term economic vitality of the community; and contributes to the fulfillment of the
City’s development or redevelopment objectives.
4. To stimulate increased private investment in areas that would have otherwise remained
undeveloped or under-developed and which will, in the long term, provide a significant
source of additional tax revenues to all taxing jurisdictions.
5. To encourage additional unsubsidized private development in the area, either directly or
indirectly through “spin-off” development.
6. To stimulate the construction of safe and affordable housing units for low and moderate
income residents and expand the general housing stock. (The latest available housing
plan / survey, and information from South Dakota Housing Development Authority
should be used as the primary guideline for determining affordability levels.)
7. To offset increased costs of redevelopment over and above the costs normally incurred
in development.
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8. To facilitate the development process and to achieve development on sites which would
not otherwise be developed BUT FOR the use of TIF. Use of TIF shall be considered a
financing means of last resort as determined by the City Council.
9. To support and assist in the implementation of the City’s Comprehensive Plan.
10. To broaden and expand the tax base to the benefit of all taxing jurisdictions.
11. To support redevelopment efforts that enhance and preserve unique urban features
including but not limited to the downtown central business district, historic districts,
entryway features and amenities, and public assembly areas.
12. To the extent permitted by law, tax increment proceeds may be used to finance eligible
city-owned projects and improvements within the district as deemed necessary by the
City Council.
Section II: General guidelines governing the use of TIF
1. The City of Brookings will comply with all requirements of SDCL 11-9 as amended.
The City will undertake a comprehensive analysis to ensure the proposed project
satisfies the “BUT FOR” criteria. The project must demonstrate to the satisfaction of the
City Council, that it is not economically feasible without the use of TIF.
2. The City of Brookings will use tax increment financing only when a clearly identified city
development objective is served and only to the degree necessary to accomplish that
development objective.
3. Tax increment financing will only be used in cases where the City has the financial
capacity to provide the needed public assistance, the Council deems it fiscally prudent to
provide such assistance, and the developer can clearly demonstrate the development
will be able to meet its financial and public purpose obligation.
4. The financing method of TIF districts shall be a “pay-as-you-go” method whereby the
applicant fronts the costs and will be reimbursed by the City over time as increment
becomes available. The developer shall be considered the borrower under ‘pay-as-you-
go” and the City shall not be liable for debt. As an alternative, the City Council may
consider the issuance of bonded indebtedness through tax increment bonds only when
unique circumstances determine “pay-as-you-go” is not feasible.
5. As a condition of using TIF, applicants agree to waive their right to use the discretionary
formula. The discretionary formula provides a financial incentive in addition to the use of
tax increment. Using the discretionary formula lessens the availability of increment
needed to finance the project.
6. Only those public improvements and redevelopment costs directly associated with, or
needed to service the proposed development plan or project, should be financed
through tax increment proceeds.
7. The amount of increment remitted to the developer shall not exceed the amount in the
approved project plan as adopted by the City Council; and shall be only for the lesser of
either actual or budgeted expenditures in the approved plan.
8. The duration of the tax increment district shall be determined in the approved project
plan as adopted by the City and shall terminate at such time as the sufficient increment
has been generated pursuant to the approved project plan. In the event sufficient
increment has not been generated by the time of the scheduled decertification of the
district, the developer shall be responsible for any shortfall.
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9. Tax increment expenditures shall only be made for items directly related to, and
ancillary to, a bona fide public purpose or public benefit as determined exclusively by the
City Council.
10. The City shall advertise for competitive bids for construction of the project, shall hold
the construction contract, and shall make payments to the contractor with
reimbursements from the applicant for pay-as-you-go projects, or from the bond fund for
bonded indebtedness funds. The City shall not make any payments to the contractor
until the applicant has made sufficient deposits to the City to cover the contractor
payments for pay-as-you-go projects.
11. All development proposals should seek to maximize the amount of private investment
per dollar of public assistance. Public assistance as a percentage of total development
costs will be determined for each project as part of the review and compared to other
development projects or subprojects of similar scope and magnitude whenever possible.
12. The City may, on a case-by-case basis, establish public purpose requirements specific to
an application that must be met for the project. Such requirements shall be described in
the project plan, development agreement, or other binding document between the City
and the applicant, which may be in addition to the scope of applicable city ordinances or
policies. Such items which may be included and if included would require performance
by the Applicant may include but are not limited to: prescribed valuation of a home or
building, acreage or building sizes, wages, number of jobs created/retained, building
materials affecting appearance, landscaping, signage, property valuation increases, sales
tax generating capacity, historic preservation, environmental improvements,
transportation improvements, blight remediation, parking improvements, etc.
13. Applicant shall demonstrate to the satisfaction of the City that sufficient market demand
exists for the proposed project. TIF shall not be used to support speculative projects.
14. Applicant must provide adequate financial guarantees to constitute a minimum of 10
percent equity investment cash infusion by Applicant into the overall project. Private
lender financing and TIF shall not be counted toward the 10 percent equity requirement.
15. Applicant must provide adequate financial and legal guarantees to ensure completion of
the project, including, but not limited to letters of credit, performance bonds, and
personal guarantees.
16. For the purposes of underwriting the proposal, the applicant shall provide any requested
market, financial, environmental, or other data pertaining to the proposed TIF project
requested by the City or its consultants.
17. The project must be consistent with the City’s Comprehensive Plan, Zoning
Ordinances, Subdivision Regulations, Land Use Plan, and any other duly-adopted master
plans affected by the use of Tax Increment Financing.
18. The applicant shall adequately demonstrate, to the City’s sole satisfaction, an ability to
complete the proposed project based on past development experience, general
reputation, and credit history, among other factors, including the size and scope of the
project.
19. The City may reject the use of TIF if it determines the project would place an
extraordinary demand on city services or if the project that would have significant
detrimental impacts on the health, safety, or general welfare of the community.
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20. The City may consider amendments to either the district boundaries after a district is
certified, or to the previously-adopted project plan. Amendments may be necessary to
accommodate changes to desired public purpose outcomes.
21. The final interest rate and terms on the TIF Note shall be determined by the City
Council and incorporated into the Development Agreement.
Section III: Economic Analysis and Risk Assessment Process
1) Proposed uses of tax increment will be subject to rigorous economic analysis and risk
assessment. This analysis will be conducted by the TIF Review Staff Team through their
review process. The analysis may include review and assessment by consultants. (The TIF
Review Staff Team shall consist of: City Manager (or designee), City Finance Officer, City
Engineer, Community Development Director, Planning/Zoning Administrator, BEDC
Economic Development Director.)
2) The analysis and assessment of all proposed uses of tax increment will address the following
questions as part of the standard format for reports to the City Council.
i. What is the public purpose of the financial assistance for this project?
ii. Why is there a financial need for public investment and/or subsidy?
iii. What is the total cost of the project?
iv. What is the appropriate level of public participation?
v. What are the risks associated with the project?
vi. What are the alternative plans for managing the risk?
vii. How does the proposed project finance plan compare with previously approved
comparable projects?
viii. What is the project’s impact on other publicly financed projects?
3) The results of the Economic Analysis and Risk Assessment will be presented to the City
Planning Commission and City Council at a time consistent with the schedule provided in
Section V. The report shall identify any elements of the proposed project that are not in
conformance with this policy.
4) Applicants shall pay a TIF application fee as determined by City resolution as a means of
cost recovery for time and resources involved with approval of a TIF project. The fee shall
be due and payable as part of the application process in Section V, Step 3. The process
outlined in Section V shall not proceed until this amount has been paid in full. Applicants
shall pay the fees associated with the Bond Counsel and Financial Advisor who shall be
retained by the City for review of the TIF project. Applicants shall pay direct costs
associated with processing the TIF application including but not limited to postage, hearing
notices, surveys, platting, engineering, copying, legal fees, appraisals, recording fees, etc.
Such costs shall not be the responsibility of the City.
5) The City may require periodic reports on the financial and developmental performance of
the TIF district during the term of the district.
Section IV: Eligible costs of tax increment revenue
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The City reserves the right to further restrict eligible costs as enumerated in state law in this
section as well as for each TIF project. Private buildings, structures, utilities or other private use
improvements are not eligible for TIF assistance. Development costs that are eligible for
reimbursement with tax increment revenues are listed below.
• Property acquisition
• Elimination of slum and blighted conditions on property/land clearance
• Soils corrections
• Site preparation/clearing and grading of land
• Removal of hazardous wastes or remediation of site contamination
• Construction of capital public improvements such as:
Streets Curb and gutter
Storm drainage utilities/ponds Wastewater utilities
Water utilities Sidewalks/trails/pathways
Landscaping improvements Signage & traffic controls
Lighting Public parking lots
• Organizational costs
• Capitalized interest/finance charges
• Professional service costs
• Imputed administrative costs
• Relocation costs
• Other costs permitted by state law as may be prescribed in the TIF project plan.
Section V: Tax Increment Finance application and approval process
Each step must be approved before the project can move to the next step. The project shall be
terminated for failure to meet the requirements of each step unless each step is satisfactorily
completed or the step is modified to the satisfaction of the City in order to advance to the next
step.
1) Applicant submits pre-application for TIF project to Community Development Director.
2) City Council reviews pre-application to assess viability/feasibility of project.
3) Applicant submits full application, including application fee, to Community Development
Director.
4) TIF Review Team undertakes review of the application and project.
5) Project Plan is written by Review Team, Bond Counsel, & Financial Advisor.
6) Notices of a Public Hearing before Planning Commission are distributed.
7) Planning Commission holds public hearing; approves the district boundaries and project
plan.
8) TIF Review Team develops Development Agreement.
9) City Council approves district boundaries and Project Plan.
10) City Engineer and Community Development Director give final approval of development
plans.
11) City Council approves Development Agreement.
12) City advertises for bidders for the construction of the project.
13) City staff holds bid opening, City Council awards contract for construction.
14) City Engineer gives contractor notice to proceed with construction.
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15) City forwards appropriate records to Dept. of Revenue and County Officers.
16) Review/evaluation of project performance.
NOTE: In the event the TIF Review Team rejects the project in Step 4, the applicant may
appeal to the City Council. The TIF Review Team shall provide the applicant a list of
deficiencies as justification for any rejection of the project.
Estimated Time: 45 minutes
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February 8, 2011
5:00 P.M. WORK SESSION
** Work sessions are open to the public. During the work session the city staff would brief the council
on items for that particular meeting, introduce future topics, and provide a time for Council members to
introduce topics.
2. City Council Member Ex-Officio 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 Bezdichek
2. Council Member Corbett
Brookings Health Systems Board:
1. Council Member Kubal
2. Council Member McClemans
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City Council Packet
February 8, 2011
5:00 P.M. WORK SESSION
** Work sessions are open to the public. During the work session the city staff would brief the council
on items for that particular meeting, introduce future topics, and provide a time for Council members to
introduce topics.
3. Joint Powers Board Council Member’s Report.
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
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City Council Packet
February 8, 2011
5:00 P.M. WORK SESSION
** Work sessions are open to the public. During the work session the city staff would brief the council
on items for that particular meeting, introduce future topics, and provide a time for Council members to
introduce topics.
4. 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
frame. A majority vote is required.
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City Council Packet
February 8, 2011
5:00 P.M. WORK SESSION
** Work sessions are open to the public. During the work session the city staff would brief the council
on items for that particular meeting, introduce future topics, and provide a time for Council members to
introduce topics.
5. Council Invites & Obligations.
Date
Day Event &
Brief Description
Time Location / Town /
Address / Directions
February 22 Tuesday Council Meeting 5:00 p.m. Council Chambers
March 8 Tuesday Council Meeting 5:00 p.m. Council Chambers
March 12-16 Saturday-
Wednesday
NLC Congressional
City Conference Washington, DC
March 21-25 Monday-
Friday Board of Equalization City Hall Meeting Room
March 22 Tuesday Council Meeting 5:00 p.m. Council Chambers
April 5 Tuesday Council Meeting 5:00 p.m. Council Chambers
April 26 Tuesday Council Meeting 5:00 p.m. Council Chambers
April 26-27 Tuesday-
Wednesday
Governor’s Economic
Development
Conference
Best Western Ramkota –
Sioux Falls
May 10 Tuesday Council Meeting 5:00 p.m. Council Chambers
May 24 Tuesday Council Meeting 5:00 p.m. Council Chambers
June 14 Tuesday Council Meeting 5:00 p.m. Council Chambers
June 18-26 Friday-
Saturday
Open World
Leadership Center –
Russian Delegates in
Brookings
June 28 Tuesday Council Meeting 5:00 p.m. Council Chambers
July 12 Tuesday Council Meeting 5:00 p.m. Council Chambers
July 26 Tuesday Council Meeting 5:00 p.m. Council Chambers
August 9 Tuesday Council Meeting 5:00 p.m. Council Chambers
August 23 Tuesday Council Meeting 5:00 p.m. Council Chambers
September 13 Tuesday Council Meeting 5:00 p.m. Council Chambers
September 27 Tuesday Council Meeting 5:00 p.m. Council Chambers
October 4-7 Tuesday-
Friday
SDML Annual
Conference Sioux Falls, SD
October 11 Tuesday Council Meeting 5:00 p.m. Council Chambers
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City Council Packet
February 8, 2011
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Date
Day Event &
Brief Description
Time Location / Town /
Address / Directions
October 25 Tuesday Council Meeting 5:00 p.m. Council Chambers
November 8 Tuesday Council Meeting 5:00 p.m. Council Chambers
November
8-12
Tuesday-
Saturday
NLC Congress of
Cities Phoenix, AZ
November 22 Tuesday Council Meeting 5:00 p.m. Council Chambers
December 13 Tuesday Council Meeting 5:00 p.m. Council Chambers
December 20 Tuesday Council Meeting 5:00 p.m. Council Chambers
6:00 p.m. REGULAR MEETING
1. Call to order.
2. Pledge of Allegiance.
3. Record of Council Attendance
4. Action to approve the following Consent Agenda Items:
A. Action to approve the agenda.
B. Action to approve the minutes.
C. Action on various volunteer appointments.
D. Action on a request from Susan Scott to abate real estate taxes for a portion of 2010 in the amount
of $937.00 for property located at 222 14th Ave., W 57.2’ of Lot 1, Block 2, LeGeros Addition, Parcel
#40300-00200-001-00.
E. Action on a request from Rosewood Mobile Home Park to abate real estate taxes for a portion of
2010 in the amount of $1,373.00 for property located at 930 W. Hwy 14, N 225’ of OLD of S ½ N
½ SE ¼ 22-110-50, Parcel #40960-11050-224-40.
F. Action on a request from the City of Brookings to abate the real estate taxes for a portion of 2010 in
the amount of $9,728.91 for the following Parcels: 40160-00300-001-00 / 002-00 / 003-00 / 004-00 /
005-00 / 006-05 / 007-00 / 008-05 / 008-10 (Joint City/County Building location).
G. Action on a request from the City of Brookings to abate the real estate taxes for a portion of 2010 in
the amount of $676.16 for the following Parcel: 04000-11049-191.00.
H. Action to abate a portion of the 2011 Drainage Fee in the amount of $17.41 for Outlots Addition, N
1320' OF N 1350' EXC W 312' & EXC E 1128.5' & EXC. OLS 2 & 3 & EXC N40' Therein, otherwise
known as 1718 20th Street South.
I. Action on Resolution No. 17-11 declaring surplus property: one 1989 Spartan Pumper (Engine #5),
Model DS26042.
Action: Motion to Approve, Request Public Comment, Roll Call
Open Forum/Presentations/Reports:
5. Open Forum
6. SDSU Student Senate Report
7. Update on the National Children’s Study
Contract Awards / Change Orders
8. Action on Resolution No. 18-11: award bid for Firefighter Gear.
Action: Motion to Approve, Request Public Comment, Roll Call
9. Action on Resolution No. 19-11: award bid for Fire Dept. Command Vehicle.
Action: Motion to Approve, Request Public Comment, Roll Call
10. Action on Resolution No. 20-11: a Resolution Authorizing Change Order No. 1 for Wildlife Fence
Improvement Project, AIP 3-46-0005-23-2010
Action: Motion to Approve, Request Public Comment, Roll Call
Second Readings / Public Hearings
11. Public hearing and action on Resolution No. 21-11, a Resolution of Intent to lease house at 2150 Derdall
Drive.
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
12. Public hearing and action on a Temporary Liquor License request for The Shamrock for events on 2/11,
2/16 and 2/17/2011.
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
Other Business
13. Discussion and possible action on recommendation from Ad Hoc Parking Committee.
Action: Motion to Approve, Request Public Comment, Roll Call
14. Adjourn.
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CONSENT AGENDA #4
4. Action to approve the following Consent Agenda Items: *
A. Action to approve the agenda.
B. Action to approve the minutes.
C. Action on various volunteer appointments.
D. Action on a request from Susan Scott to abate real estate taxes for a
portion of 2010 in the amount of $937.00 for property located at 222
14th Ave., W 57.2’ of Lot 1, Block 2, LeGeros Addition, Parcel #40300-
00200-001-00.
E. Action on a request from Rosewood Mobile Home Park to abate real
estate taxes for a portion of 2010 in the amount of $1,373.00 for
property located at 930 W. Hwy 14, N 225’ of OLD of S ½ N ½ SE ¼
22-110-50, Parcel #40960-11050-224-40.
F. Action on a request from the City of Brookings to abate the real
estate taxes for a portion of 2010 in the amount of $9,728.91 for the
following Parcels: 40160-00300-001-00 / 002-00 / 003-00 / 004-00 / 005-
00 / 006-05 / 007-00 / 008-05 / 008-10 (Joint City/County Building
location).
G. Action on a request from the City of Brookings to abate the real
estate taxes for a portion of 2010 in the amount of $676.16 for the
following Parcel: 04000-11049-191.00.
H. Action to abate a portion of the 2011 drainage fee in the amount of
$17.41 for Outlots Addition, N 1320' OF N 1350' EXC W 312' & EXC
E 1128.5' & EXC. OLS 2 & 3 & EXC N40' Therein, otherwise known as
1718 20th Street South
I. Action on Resolution No. 17-11 declaring surplus property: one 1989
Spartan Pumper (Engine #5), Model DS26042.
*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.
ACTION: Motion to Approve, Request Public Comment, Roll Call
CITY MANAGER RECOMMENDATION: Approve
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February 8, 2011
CONSENT AGENDA #4
B. Action to approve City Council Minutes.
The draft January 25th Brookings City Council minutes are enclosed for
Council review and approval.
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February 8, 2011
Brookings City Council
January 25, 2011 (unapproved)
The Brookings City Council held a meeting on Tuesday, January 25, 2011 at 5:00 p.m., at City
Hall with the following members present: Mayor Tim Reed, Council Members John Kubal, Keith
Corbett, Mike McClemans, Tom Bezdichek, Mike Bartley and Jael Thorpe. City Manager Jeff
Weldon, City Attorney Steve Britzman and City Clerk Shari Thornes were also present.
Brookings Municipal Utilities Funds Overview. Steve Meyer, Executive Vice-President /
General Manager of Brookings Municipal Utilities, provided the City Council with an overview
of all Utilities funds.
Joint Powers Board Update. The design development budget has been completed. The
project manager has developed a schedule for bid package one including a pre-bid meeting.
6:00 P.M. REGULAR MEETING. Consent Agenda. A motion was made by Kubal,
seconded by Bartley, to approve the consent agenda:
A. Action to approve the agenda.
B. Action to approve the January 11, 2011 City Council Meeting minutes.
C. Action on a request from Mt. Calvary Lutheran Church to abate real estate
taxes for a portion of 2010 in the amount of $1,143.90 for property located at
S 100’ Lots 6-7, Block 2, Morehouse Addition, Parcel #40365-00200-006.00
D. Action on a request from SDSU to abate real estate taxes for a portion of
2010 in the amount of $1,011.00 for property located at W 35’ of Lots 1-2-3,
Block 1, Wheatons Addition, Parcel #40665-00100-001-00.
E. Action on Resolution No. 02-11, declaring surplus property: one 1990 SnoGo
MP-3D Snow Blower, Serial Number 3450.
Resolution No. 02-11- Declaring Surplus Property
Whereas, the City of Brookings is the owner of the following described equipment
formerly used at the City of Brookings Street Department: one (1) 1990 SnoGo MP-3D
Snow Blower, Serial Number 3450
Whereas, in the best financial interest, it is the desire of the City of Brookings to sell
same as surplus property;
Whereas, the City Manager hereby authorized to appoint three qualified appraisers to
appraise the value of the 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.
F. Action on Resolution No. 03-11, declaring surplus property: one 1994
Caterpillar 140G Motorgrader, Serial Number 08Z81984, one Snow Wing,
Serial Number 14004C2.
Resolution No. 03-11 - Declaring Surplus Property
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February 8, 2011
Whereas, the City of Brookings is the owner of the following described equipment
formerly used at the City of Brookings Street Department: one (1) 1994 Caterpillar
140G Motorgrader, Serial Number 08Z81984, and one (1) Snow Wing, Serial Number
14004C2.
Whereas, in the best financial interest, it is the desire of the City of Brookings to sell
same as surplus property;
Whereas, the City Manager hereby authorized to appoint three qualified appraisers to
appraise the value of the 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.
G. Action on Resolution No. 04-11, a Resolution designating Mayor as Certifying
Officer for ICAP Self-Help Homeownership Opportunity Program.
Resolution No. 04-11
Resolution Designating Mayor as Certifying Officer for
ICAP Self-Help Homeownership Opportunity Program
Whereas, the Inter-Lakes Community Action Partnership (ICAP) expects to utilize US
Department of Housing and Urban Development Self-Help Homeownership
Opportunity Program (SHOP) funds to assist with the purchase of land for housing
development purposes; and
Whereas, the City of Brookings is required to designate an environmental certifying
officer for the purpose of signing required environmental documents pertaining to this
grant program;
Now, Therefore, Be It Resolved, that the Mayor be hereby designated as the city's
official for the purpose of signing environmental correspondence and other required
documents and forms for said project.
On the motion, all present voted yes; motion carried.
Presentation of the annual Dr. Martin Luther King, Jr. Day Awards.
In celebration of Dr. King’s birthday, the Brookings Human Rights Committee sponsored a
poster contest for elementary students and an essay contest for middle school and high school
grades to help students reflect on Dr. King’s ideas and their impact on the community. This
year’s theme for the poster contest was “Bring Your Dreams” and the theme for the essay
contest was “A Right Delayed is a Right Denied.” Winners were: Grades K-1 Poster: Anthony
Hildebrandt, 1st Place, Christopher Gross, Jr., 2nd Place, Autumn Linde, Honorable Mention.
Grades 2-3 Poster: Johanna Miller, 1st Place, Ayden Ellis, 2nd Place, Lyndsey Way, Honorable
Mention. Grades 4-5 Poster: Bridget Knudtson, 1st Place, Maret Otterson, 2nd Place, Grace
Eggebrecht, Honorable Mention. Grades 4-5 Essay: Aarushi Rohila, 1st Place, Andrea Hult,
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February 8, 2011
Honorable Mention. Middle School Essay: Joe Kavanagh, 1st Place, Chase Hunter, 2nd Place. High
School Essay: Zarin Rahman, 1st Place, Sarah He, 2nd Place, Abbie Sell, 3rd Place.
Swiftel Center Financial Reports. Reports were provided to the council providing the
Swiftel Center’s bonding costs, subsidies and capital improvements per year over the past five
years.
Resolution No. 05-11: Bid Award. Bids were received for a Landfill Skid Steer Loader on
January 18, 2011. A motion was made by Kubal, seconded by Thorpe, to award the contract
for the Landfill Skid Steer Loader to Bobcat of Brookings. All present voted yes; motion
carried.
Resolution No. 05-11
Resolution Awarding Bids: Landfill Skid Steer Loader
Whereas, the City of Brookings has received the following bid(s) for one (1) 2011 Skid Steer
Loader: 1) Bobcat of Brookings for the amount of $41,266.14, and 2) Titan Machinery Inc. for
the amount of $42,356.00.
Now Therefore, Be it Resolved that the low bid from Bobcat of Brookings, in the amount of
$41,266.14 be accepted.
Resolution No. 06-11: Bid Award. Bids were received for an automated garbage truck on
January 18, 2011. A motion was made by Bartley, seconded by McClemans, to award the
contract for an Automated Garbage Truck to Sanitation Products. All present voted yes;
motion carried.
Resolution No. 06-11
Resolution Awarding Bids: Automated Garbage Truck
Whereas, the City of Brookings has received the following bid(s) for one (1) 2011Automated
garbage Truck: Elliott Sanitation in the amount of $235,000.00, with a trade-in allowance of
$32,000.00 resulting in a total cost of $203,000.00, and 2) Sanitation Products, Inc. in the
amount of $235,401.00, with a trade-in allowance of $20,000.00 resulting in a cost of
$215,401.00.
Now Therefore, Be it Resolved that the bid from Sanitation Products, Inc. in the amount of
$215,401.00 be accepted.
Resolution No. 10-11. A motion was made by Thorpe, seconded by Bartley, to approve
Resolution No. 10-11, authorizing Change Order No. 2 (CCO#2) for 2009-05STI, SDSU
Innovation Campus Infrastructure Project, Phase 2, Bowes Construction, Inc. All present voted
yes; motion carried.
Resolution No. 10-11
A Resolution Authorizing Change Order No. 2 (CCO#2) for
2009-05STI SDSU Innovation Campus Infrastructure – Phase II Bowes Construction Inc.
Be It Resolved by the City Council that the following change order be allowed for 2009-05STI
SDSU Innovation Campus Infrastructure – Phase II: Construction Change Order Number 2
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February 8, 2011
Adjust contract cost for additional costs for plugging four existing wells, adding drain tile near
the round-about and additional grading work to breach a dike in the northeast section of the
site and extending the contract by 2.0 working days for the additional work and to adjust bid
quantities to as-built quantities for a total decrease of $37,330.86 to the contract.
Adjust contract completion date by 2.0 working days for the additional work which will adjust
the final completion date to May 15, 2011.
Resolution No. 11-11. A public hearing was held on Resolution No. 11-11, a Resolution of
intent to lease real property to Foundation Seed Stocks for one year (the designated farmland
in the Brookings Wiese Addition, thirty (30) acres more or less in Section 19, T110N, R49W,
and the designated farmland in the Brookings Freeland Addition, thirty-eight (38) acres more or
less in Section 18, T110N, R49W). No public comment was made. A motion was made by
Bartley, seconded by Thorpe, to approve Resolution No. 11-11. All present voted yes; except
Corbett abstained, motion carried.
Resolution No. 11-11 - Resolution of Intent to Lease Real Property
Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of
Brookings intends to enter into a Lease with Foundation Seed Stocks for a period of one (1)
year, commencing on March 9, 2011 and ending March 8, 2012, and pertaining to the following
described property: The designated farmland in the Brookings Wiese Addition, thirty (30)
acres more or less in Section 19, T110N, R49W, and the designated farmland in the Brookings
Freeland Addition, thirty-eight (38) acres more or less in Section 18, T110N, R49W in the City
of Brookings, Brookings County, South Dakota.
The Lease will be an amount of One Hundred Five Dollars ($105.00) per acre for farmland
annually, payable first half on April 1 and the remaining half on November 1. The City of
Brookings may terminate this Lease at any time in the event a parcel of the above described
property is to be sold by the City of Brookings. If a portion of the leased land is sold, the
number of acres to be paid for will be adjusted at the unit price per acre.
Be It Further Noted, that a Public Hearing on this Resolution was held on January 25, 2011 at
6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity
to be heard on the intent to lease real property.
Resolution No. 12-11. A public hearing was held on Resolution No. 12-11, a Resolution of
intent to lease real property to Harrison Thompson (Lot 1 of Block 3 of the Replat of Blocks 3
and 4 of Airport Hangar Area Addition Number One, NW ¼ of the SW¼, Section 26, T110N-
R50W). No public comment was made. A motion was made by McClemans, seconded by
Kubal, to approve Resolution No. 12-11. All present voted yes; motion carried.
Resolution No. 12-11- Resolution of Intent to Lease Real Property
Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of
Brookings intends to enter into a Lease with HARRISON THOMPSON for a period of five (5)
years, commencing on January 1, 2011 and ending January 1, 2016 and pertaining to the
following described property: Lot 1 of Block 3 of the Replat of Blocks 3 and 4 of Airport Hangar
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February 8, 2011
Area Addition Number One, NW ¼ of the SW¼, Section 26, T110N-R50W, City of Brookings,
South Dakota.
The Lease will be an amount of five hundred eighty dollars and eighty cents ($580.80) payable
by the last day of January. The City of Brookings may terminate this Lease at any time
Be It Further Noted, that a Public Hearing on this Resolution was held on January 25, 2011 at
6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity
to be heard on the intent to lease real property.
Resolution No. 13-11. A public hearing was held on Resolution No. 13-11, a Resolution of
intent to lease real property to Paul Moriarty (all of Lot 1, Block 5, of Airport Hangar Addition
Number One, and a parcel being 20’ wide by 100’ long situated on the northeast side of said Lot 1
in Section 26 and Section 27, T110N-R50W). No public comment was made. A motion was
made by Kubal, seconded by Corbett, to approve Resolution No. 13-11. All present voted yes;
motion carried.
Resolution No. 13-11
Resolution of Intent to Lease Real Property to Private Person
Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of
Brookings intends to enter into a Lease with PAUL MORIARTY for a period of five (5) years,
commencing on January 1, 2011 and ending January 1, 2016 and pertaining to the following
described property: All of Lot 1, Block 5, of Airport Hangar Addition Number One, and a parcel
being 20’ wide by 100’ long situated on the northeast side of said Lot 1 in Section 26 and Section
27, T110N-R50W, City of Brookings, South Dakota.
The Lease will be an amount of eight hundred thirty-six dollars ($836.00), which is $0.11 per
square foot, payable by the last day of January, 2011. The lease amount may be adjusted by the
Brookings City Council each year and the payment will be payable by the last working day of
January of each year. The City of Brookings may terminate this Lease with a notice of 60 days
to the lessee.
Be It Further Noted, that a Public Hearing on this Resolution was held on January 25, 2011 at
6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity
to be heard on the intent to lease real property.
Resolution No. 14-11. A public hearing was held on Resolution No. 14-11, a Resolution of
intent to lease real property to South Dakota State University (Lot Z of Block 5 of Airport
Hangar Area Addition Number One and a 540 square foot parcel situated on the west side of Lot
Z in the NW ¼ of the SW¼, Section 26, T110N-R50W). No public comment was made. A
motion was made by Thorpe, seconded by Bezdichek, to approve Resolution No. 14-11. All
present voted yes; except Corbett abstained, motion carried.
Resolution No. 14-11- Resolution of Intent to Lease Real Property
Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of
Brookings intends to enter into a Lease with SDSU for a period of five (5) years, commencing
on January 1, 2011 and ending December 31, 2015 and pertaining to the following described
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February 8, 2011
property: Lot Z of Block 5 of Airport Hangar Addition Number One and a 540 square foot
parcel situated on the west side of Lot Z, in the NW¼ of the SW¼ Section 26-T110-R50W, City
of Brookings, South Dakota.
The Lease will be an amount of five hundred eighty-seven dollars and forty cents ($587.40),
which is $0.11 per square foot, payable by the last day of January, 2011. The lease amount
may be adjusted by the Brookings City Council each year and the payment will be payable by
the last working day of January of each year. The City of Brookings may terminate this Lease
with a notice of 60 days to the lessee.
Be It Further Noted, that a Public Hearing on this Resolution was held on January 25, 2011 at
6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity
to be heard on the intent to lease real property.
Resolution No. 15-11. A public hearing was held on Resolution No. 15-11, a Resolution of
intent to lease real property to Advance (a designated parking lot of approximately 15,300
square feet in size, located on Brookings Airport property and adjacent to Division Avenue, in
Section 27, T110N, R50W). No public comment was made. A motion was made by Corbett,
seconded by Kubal, to approve Resolution No. 15-11. All present voted yes; motion carried.
Resolution No. 15-11 - Resolution of Intent to Lease Real Property
Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of
Brookings intends to enter into a Lease with ADVANCE for a period of five (5) years,
commencing on January 1, 2011 and ending January 1, 2016 and pertaining to the following
described property: The designated parking lot of approximately 15,300 square feet in size,
located on Brookings Airport property and adjacent to Division Avenue in Section 27-T110N-
R50W in the City of Brookings, South Dakota
The Lease will be an amount of One thousand, six hundred eight-three dollars ($1,683.00) for
2011, which is $0.11 per square foot, payable by the last day of January, 2011. The lease
amount may be adjusted by the Brookings City Council each year and the payment will be
payable by the last working day of January of each year. The City of Brookings may terminate
this Lease with a notice of 60 days to the lessee.
Be It Further Noted, that a Public Hearing on this Resolution was held on January 25, 2011 at
6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity
to be heard on the intent to lease real property.
Off-Sale Malt License – Fireside Restaurant & Lounge. A public hearing was held on an
Off-Sale Malt License for the Fireside Restaurant & Lounge, 2515 E. 6th Street, Judy Faber,
owner. No public comment was made. A motion was made by McClemans, seconded by
Bartley, to approve. All present voted yes; motion carried.
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February 8, 2011
Resolution No. 07-11. A motion was made by Kubal, seconded by Bartley, to approve
Resolution No. 07-11, an amendment to the City of Brookings Investment Policy. All present
voted yes; motion carried.
Resolution No. 07-11
City of Brookings Investment Policy
Objective: The purpose of “The City of Brookings Investment Policy” is to set investment
objectives, policies, establish guidelines, and define responsibilities for the investment of funds
for the City of Brookings.
Policy: City of Brookings Investment Policy
1.0 Purpose: ................................................................................................................................................... 2
2.0 Policy:........................................................................................................................................................ 2
3.0 Scope: ....................................................................................................................................................... 2
4.0 Objective:................................................................................................................................................. 2
5.0 Standard of Care:.................................................................................................................................... 4
6.0 Authority and Responsibility:…............................................................................................................. 5
7.0 Authorized Financial Dealers and Institutions:................................................................................... 5
8.0 Authorized & Suitable Investments:..................................................................................................... 6
9.0 Investment Pool:...................................................................................................................................... 6
10.0 Safekeeping and Custody:..................................................................................................................... 7
11.0 Collateralization: .................................................................................................................................. 7
12.0 Diversification: ...................................................................................................................................... 8
13.0 Maximum Maturities:............................................................................................................................ 8
14.0 Reporting: .............................................................................................................................................. 8
15.0 Policy Control:....................................................................................................................................... 8
GLOSSARY............................................................................................................................................. 10-14
1.0 PURPOSE
The purpose of “The City of Brookings Investment Policy” is to set investment
objectives, policies, establish guidelines, and define responsibilities for the investment of
funds for the City of Brookings.
2.0 POLICY
The policy of the City of Brookings is to invest all funds in a manner based upon state
law, that will provide the highest investment return while maintaining maximum security
and meeting cash flow demands. The primary goals are:
A. To ensure compliance with all Federal, State, and local laws governing the
investment of public funds under the control of the City Manager.
B. To protect the principal monies entrusted to the City’s Finance Department.
C. Achieve a reasonable rate of return within the parameters of prudent risk
management while minimizing the potential for capital losses arising from market
changes or issuer default.
3.0 SCOPE
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February 8, 2011
This policy applies to the investment of all funds of Brookings, South Dakota. Except for
funds held in trust or special funds that are otherwise specifically provided for, the city
will consolidate the balances from all funds to maximize investment
3.1 Pooling of Funds
Except for cash in certain restricted and special funds the City of Brookings will
consolidate cash balances from all funds, including utilities and hospital, to maximize
investment earnings and meet the liquidity requirements of the city subject to the
primary objective of providing security of principal. Investment income will be allocated
to the various funds based on their respective participation of capital in the overall
portfolio in accordance with generally accepted accounting principles.
4.0 OBJECTIVE
Pursuant to South Dakota Codified Law, Chapter 4-5-8 it is the policy of the City of
Brookings to invest funds in a manner to meet the daily cash flow demands of the City.
The primary objectives, in priority order, being: a) Safety of Principal b) Liquidity c)
Return on Investments:
A) Safety of Principal
Safety of principal is the foremost objective of the investment program.
Investments shall be undertaken in a manner that seeks to ensure the
preservation of capital in the overall portfolio. The objective will be to mitigate
the following risks.
1. Credit Risk
The City of Brookings will minimize credit risk, which is the risk of loss
due to the failure of the investment issuer or backer, by limiting the
portfolio to the types of investments listed in section 9. Authorized and
Suitable Investments of this policy and diversifying the investment
portfolio to diminish the impact of potential losses from any one type of
investment or from any one individual issuer.
2. Interest Rate Risk
The City of Brookings will minimize interest rate risk, which is the risk
that the market value of securities in the portfolio will fall due to changes
in market interest rates, by structuring the portfolio to meet the cash
requirements of ongoing operations, thereby mitigating the need to
liquidate securities at a loss prior to maturity.
3. Concentration Risk
The City of Brookings will minimize Concentration of Credit Risk, which
is the risk of loss due to having a significant portion of resources invested
in a single issuer, by diversifying the investment portfolio as described in
section 16. Diversification so the impact of potential losses from any one
type of security or issuer will be minimized. Investments issued or
explicitly guaranteed by the U.S. government and investments in mutual
funds, external investment pools, and other pooled investments are
excluded from this requirement.
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February 8, 2011
4. Custodial Credit Risk
The City of Brookings will minimize Custodial Credit Risk for deposits,
which is the risk that in the event of the failure of a depository financial
institution the deposits or collateral securities that are in the possession
of an outside party would not be able to be recovered, as addressed in
section 15. Collateralization.
The City of Brookings will minimize Custodial Credit Risk for
investments, which is the risk that in the event of the failure of the
counterparty to a transaction the value or collateral securities that are in
the possession of an outside party would not be able to be recovered, as
addressed in section 14. Safekeeping and Custody.
B) Liquidity
The investment portfolio shall remain sufficiently liquid to meet all operating
requirements that may be reasonably anticipated. This is accomplished by
structuring the portfolio so that securities mature concurrent with cash needs to
meet anticipated demands (static liquidity). Furthermore, since all possible cash
demands cannot be anticipated, the portfolio should consist largely of securities
with active secondary or resale markets (dynamic liquidity). Alternatively, a
portion of the portfolio may be placed in money market mutual funds or local
government investment pools which offer same-day liquidity for short-term
funds.
C) Return on Investments
The portfolio shall be designed to obtain a reasonable rate of return throughout
budgetary and economic cycles. The return on investments is to be accorded
secondary importance compared to the safety and liquidity objectives described
above. The core of investments will focus on relatively low risk securities with an
expectation of earning a reasonable return relative to the risk being assumed.
Securities shall not be sold prior to maturity, with the following exceptions:
• A security with declining value may be sold early to minimize loss of
principal.
• A security may be exchanged to improve the quality, yield, or target
duration in the portfolio.
• A security may be sold in order to satisfy liquidity requirements.
When selling a security prior to maturity, the City Manager must be prepared to
justify the reasons and explain any gains or losses.
Policy compliance does not provide a benchmark to meet or exceed, but is a
model to follow. The City will benchmark its portfolio performance to the
appropriate “treasuries constant maturity” rate based on portfolio maturities of
the investment plan.
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February 8, 2011
5.0 Standard of Care
5.1 Prudence
The standard of prudence to be used by investment officials shall be the "prudent
person" standard and shall be applied in the context of managing an overall
portfolio. Investment officers, acting in accordance with written procedures and
this investment policy and exercising due diligence shall be relieved of personal
responsibility for an individual security's credit risk or market price changes.
The “prudent person” standard states that “Investments shall be made with
judgment and care, under circumstances then prevailing, which persons of
prudence, discretion and intelligence exercise in the management of their own
affairs, not for speculation, but for investment, considering the probable safety of
their capital as well as the probable income to be derived.”
5.2 Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from
personal business activity that could conflict with the proper execution and
management of the investment program, or that could impair their ability to
make impartial decisions. Employees and investment officials shall disclose any
material interests in financial institutions with which they conduct business. They
shall further disclose any personal financial/investment positions that could be
related to the performance of the investment portfolio. Employees and officers
shall refrain from undertaking personal investment transactions with the same
individual with whom business is conducted on behalf of the City of Brookings.
The City Investment program shall be managed in a professional and prudent manner
worthy of the public trust and review.
6.0 Authority and Responsibility
6.1 Authority
In accordance with the City of Brookings, the responsibility for conducting
investment transactions resides with the City Manager. The Finance Manager,
under the general direction of the City Manager, shall be responsible for all
transactions undertaken and shall establish a system of controls to regulate
activities.
6.2 Responsibility
Parties shall refrain from personal business activity that could impair his/her
ability to make impartial decisions. The Finance Manager acting in accordance
with this investment policy and exercising due diligence shall be relieved of
personal responsibility for an individual investment’s credit risk or market price
changes, provided deviations form expectations are reported in a timely fashion
and the liquidity and the sale of investments are carried out in accordance with
the terms of this policy. Investments shall be made with judgment and care,
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February 8, 2011
under circumstances then prevailing, which persons of prudence, discretion, and
intelligence exercise in the management of their own affairs, not for speculation,
but for investment, considering the probable safety of their capital as well as the
probably income to be derived.
7.0 Authorized Financial Dealers and Institutions
7.1 Selection Process
A list of financial institutions authorized to provide investment services to the
City of Brookings will be maintained.
In addition, a list of broker/dealers will be maintained. This list may include both
primary and regional dealers. Dealers will be approved by the Finance Manger on
the following:
• Credit worthiness
• License to conduct business in South Dakota
• Qualification under Securities and Exchange Commission (SEC) Rule
15C3-1 (uniform net capital rule)
7.2 Financial Institutions and Brokers/Dealers
All financial institutions and broker/dealers who desire to conduct business with
the City of Brookings shall supply the City with the following:
• Audited financial statements, provided annually
• Trading resolutions
• Proof of state registration, if applicable
• Copy of the broker’s license for the individuals servicing the account
• Resume of individual servicing the account
• Any pending legal or regulatory sanctions
• Certification of having read and understood and agreeing to comply
with the City of Brookings investment policy
• Evidence of adequate insurance coverage
8.0 Authorized & Suitable Investments
The City of Brookings is empowered by statue to invest in the following types of
securities:
• Interest bearing checking accounts
• Savings accounts
• United States Treasury bills, bonds and notes (SDCL 4-5-6)
• United States Government Agencies (SDCL 4-5-6)
Securities issued by government-sponsored enterprises (GSEs) or federally
related institutions that are guaranteed directly or indirectly by the US
Government. Securities issued by the Government National Mortgage
Association (GNMA or Ginnie Mae) are an example of securities directly
guaranteed by the government. Securities issued by other GSEs may be
allowable. Interest bearing checking accounts
• Certificates of Deposit (CDs) (SDCL 9-22(municipalities), Certificates of Deposit
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February 8, 2011
(CDs) purchased through CDARS® (Certificate of Deposit Account Registry
Service) (SDCL 4-5-6.1)*
• Money Market Mutual Funds - open-end, no-load (SDCL 4-5-6)
Mutual and money market funds that invest in US Treasury securities or
securities issued by GSEs or federally related institutions that are guaranteed
directly or indirectly by the US Government.
• Repurchase Agreements fully collateralized by allowable securities (SDCL 4-5-6)
• Local Government Investment Pool (SD FIT)
When investing in Certificates of Deposit (CDs) public funds will be invested at the
highest rate of interest possible.
The above listed authorized deposits will be kept in banks in South Dakota as required
by SDCL 9-22-6.
9.0 Investment Pool
Government sponsored investment pools are sources for short-term cash management.
A thorough investigation of the pool is required prior to investing, and on a continual
basis. Before investing in these pools, the following issues must be reviewed:
• The pool must provide a written statement of policy and objectives.
• A questionnaire should be developed that will address the following general topics:
A description of eligible investment securities, and a written statement of
investment policy and objectives.
A description of interest calculations and how it is distributed, and how gains
and losses are treated.
A description of how the securities are safeguarded (including the settlement
processes), and how often the securities are priced and the program audited.
A description of who may invest in the program, how often, what size
deposit and withdrawal are allowed.
A schedule for receiving statements and portfolio listings.
A description of how reserves, retained earnings, etc. are utilized by the
pool.
A model of the fee schedule, and when and how it is assessed.
A description of eligibility and/or acceptance of bond proceeds.
• The pool must contain only the types of investment allowed by this policy.
10.0 Safekeeping and Custody
10.1 Delivery vs. Payment
All trades of marketable securities, where applicable, will be executed by delivery
vs. payment (DVP) to ensure that securities are deposited in an eligible financial
institution prior to the release of funds. Securities will be held by a third party
custodian as evidenced by safekeeping receipts.
10.2 Safekeeping
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Securities will be held by a (centralized independent third-party custodian
selected by the city as evidenced by safekeeping receipts in the City’s name as
per SDCL 4-5-9. The safekeeping institution shall annually provide a copy of
their most recent report on internal controls (SAS 70).
10.3 Internal Controls
The Finance Manager is responsible for establishing and maintaining an internal
control structure designed to ensure that the assets of the City of Brookings are
protected from loss, theft, or misuse.
The internal controls shall address the following points:
• Control of collusion
• Separation of transaction authority from accounting and recordkeeping
• Custodial safekeeping
• Delivery versus payment
• Clear delegation of authority
• Confirmation of transactions for investments and wire transfers
11.0 Collateralization
In accordance with the SDCL 4-6A and 51A-10-9 Qualified Public Depositories will
furnish collateral in the sum equal to one hundred percent (100%) of the public deposit
account that exceed deposit insurance. The Finance Manager will review quarterly the
liability report and report of condition filed with the Office of the State Treasurer on
website, www.sdtreasurer.gov to ascertain compliance by financial institutions of
adequate collateral coverage.
SDCL 5-6A-3 requires that collateral be segregated by each depository in such manner
as approved by the South Dakota Deposit Protection Commission. Collateral may not
be held in any safety deposit vault owned or controlled either by directly or indirectly
by the pledging financial institution but must be deposited for safekeeping in a financial
institution that is a member of the Federal Reserve.
12.0 Diversification
The purpose of diversification is to reduce overall portfolio risk while attaining market
rates of return and to enable the City of Brookings to meet all anticipated cash
requirements.
The investments shall be diversified by:
• Limiting investments to avoid over-concentration in securities of a specific
issuer (excluding treasury bills).
• Limiting investment in securities that have higher credit risks.
• Limiting certificates of deposit to the amount approved for each financial
institution.
• Investing in securities with varying maturities.
13.0 Maximum Maturities
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To the extent possible, the City of Brookings will attempt to match its investments with
anticipated cash flow requirements. The City of Brookings will keep investments for
duration not to exceed five (5) years
14.0 Reporting
14.1 Methods
The Finance Manager shall prepare an investment report quarterly for the City
Council. This report will include the following:
• List of individual securities held at the end of the reporting period
further broken down by issuer, purchase date, maturity date, coupon
rate, par value, and yield to maturity.
14.2 Performance Standards
The portfolio is benchmarked to the applicable treasuries constant maturities
rate as reported by the Federal Reserve.
15.0 Policy Control
15.1 Exemption
Any investment currently held that does not meet the guidelines of this policy
shall be exempted from the requirements of this policy as long as it was in
compliance with State of South Dakota Law and the City’s investment policy in
effect at the time of purchase. At maturity or liquidation, such monies shall be
reinvested only as provided by this policy.
15.2 Amendments
This policy shall be reviewed to ensure consistency to overall objectives of
safety, liquidity, yield, compliance to current law, and economic trends.
15.3 Requirements
This investment policy is required by SDCL 4-5-8 and approved by the city
council.
Approved on July 24, 2000
Revised on March 26, 2001
Revised on July 27, 2004
Revised on January 25, 2011
Resolution No. 08-11. A motion was made by Corbett, seconded by McClemans, to
approve Resolution No. 08-11, an amendment to the City of Brookings Capital Assets Policy.
All present voted yes; motion carried.
Resolution No. 08-11
City of Brookings Capital Asset Policy
Objective: Whereas, the City of Brookings is required to be accountable for all property
under its control.
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Whereas, it is necessary to provide a standard method of maintaining records
for the cities owned capital that city departments must follow.
Now, Therefore, Be It Resolved the following Capital Assets Policy be adopted
to provide control and accountability over all city capital assets.
Purpose: The purpose of this capital asset policy to: 1) to provide control and
accountability over capital assets, 2) to provide uniform procedures for
furnishing information needed for effective analysis and control of capital
expenditures, and 3) to provide a data base of inventory information to meet the
reporting needs for the preparation of the Cities financial statements.
The Benefits of Inventory System:
1. Property control and accountability through a comprehensive citywide inventory
system.
2. Improved equipment utilization through control and identification of capital assets.
3. Database to meet the GAAP, Federal grants and City of Brookings requirements.
4. Data base to meet requirements of proper risk management and provide basis for
identifying equipment for the City’s insurance.
5. Basis for management to project and budget future capital replacement requirements.
The Finance Department is required to:
1. Establish a Generally Accepted Accounting Principles (GAAP) based accounting system
and procedures to ensure the cities assets, including capital assets, are properly
accounted for.
2. To provide a standard method of maintaining records for the cities owned equipment
that city departments must follow.
3. To provide for the maintenance of an inventory of city owned or controlled land
resources by the City.
Policies differ in cases of absolute title and residual title.
1. When an external entity, such as the federal government retains residual title to a
capital asset it will be included in the capital asset inventory (title remains at the disposal
of the governmental authority after a delegation).
2. This includes capital on lease or long-term loan.
3. Temporary custodial responsibility or title shall not be considered absolute and should
not be included as the cities capital asset.
Component units of the city must designate, in writing, one or more persons to be responsible
for maintaining and safeguarding the component unit’s capital assets. The component unit is
responsible for developing internal policies and procedures to protect and control the use of all
capital assets.
Capital projects will be tracked within a work in progress number assigned by the Finance
Department. At the completion of the project the department in charge will:
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a) Break down the project into the proper categories to be added into the capital assets
inventory.
b) The Finance Office enters the above information in the Capital Assets Management
System.
1) General Guidelines/Applicable Policies
The City of Brookings requires all departments to be accountable for all property under its
control.
a) In accordance with state and federal guidelines, the current threshold for which an
inventory of capital assets is maintained is $5,000 unless conditions of a grant require a
lower threshold or assets of less value are subject to high rate of theft.
b) The enterprise funds will continue to depreciate equipment purchased prior to 2003 in
the same manner as previous to this policy until the equipment is fully depreciated.
c) The City’s Departments responsibilities are to be accountable for all property under its
control.
2) Department Responsibilities
The departments have an important role in the maintenance of an accurate, up-to-date
inventory system. Adherence to the following guidelines helps to ensure that departmental
inventory records are as accurate and complete as possible.
a) Entering correct information on purchases through the Accounts Payable (AP) system.
Most of the data recorded on the Capital Assets system is taken directly from the
vouchers. Correct coding by departments avoids the need for later corrections.
b) Proper coding of capital assets expenditures. Equipment purchases must be coded with
a “5” and “900” expenditure object. Use of an object code outside the 5-900 ranges
increases the possibility that the asset will be omitted from the CAP system.
c) Entering correct asset location, serial numbers, make, etc on voucher saves considerable
time and effort.
3) Capital Assets-Additions
This statement explains the procedures for the addition of assets to the Capital Assets
Management System.
a) All capital equipment, regardless of whether the items are loaned to or owned by the
City, must be included on the Capital Assets Management System. Additions of capital
assets are generated by accounts payable, donations to the City, or equipment loans or
private sources.
b) The Finance Office is provided with copies and documents relating to the equipment
purchases. (i.e. cost, fair market value, serial numbers, model numbers, building/room
location of assets)
c) The Finance Office enters the above information in the Capital Assets Management
System.
4) Capital Assets-Retirement
a) Property unfit for use by reason of age, wear, tear, or otherwise and is beyond repair
will be determined by City Manager. A note shall be given to the Finance Office to be
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entered into the Capital Assets Management System for that year of the condemnation
of such property.
b) Auctions or sealed bids for sale of unfit property is required. The property described
on page 2 in 4 a) shall be sold only for cash at public auction or upon opening of sealed
bids
(1) The notice of the sale shall be published in the newspaper stating the
following:
• A day on which the sale is to be made (at least fifteen days after
first publication)
• Location where such auction will be held, or a place where offers or
bids will be received (which day shall be at least fifteen days from the
first publication of the notice).
• The right to reject any or all bids shall be reserved.
c) All money derived from the sale of public personal property shall be deposited to the
City.
d) Record retention. Departments should retain copies of surplus property forms, assets
transfer form, stolen property reports and any other documentation regarding
equipment dispositions. The information must be retained by the department for
verification purposes until the Finance Office removes the item from the department’s
inventory. Lost or destroyed property is to be noted in the inventory. An item is
considered stolen when it has been illegally removed from its designated location. Send
the Finance Office a copy of the stolen property report.
5) Capital Assets-Transfers
This statement explains the procedures for the transfer of assets in the Capital Assets
Management System. Transfers are recorded on the City’s inventory when there is a
permanent change in asset location or physical custody. (i.e. from one department to another).
If the equipment is temporarily loaned or relocated and the intention is to reclaim the item in
the near future, the asset record need not be changed
a) The physical custody of equipment is the responsibility of the department. All transfer
data submitted to Finance Office must be accurate in order to ensure the reliability of
the City’s inventory.
b) Fill out the Equipment Transfer Disposition Request Form showing the old location and
the new location. The form must be signed and dated by department head for the new
location.
6) Capital Assets-Home Use of Equipment
This statement explains the procedures for notifying the Finance Office of equipment being
used at home by management and staff. City management and staff may use equipment that is
the property of the City at home, provided the following criteria are met:
a) Use of the equipment at home will not interfere with the operational needs of the
department.
b) The appropriate department head approves home use.
c) The equipment is used for City business only.
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d) Individuals who receive approval to remove equipment from the City for use at home
for a period greater than 30 days should complete the Equipment Tracking Home Use
Authorization Form. This form must be completed on any piece of equipment that is
taken home regardless of the cost of the equipment or whether the asset is tagged.
e) The first half of the form should be filled out when an employee is approved to use City
equipment in his or her home for a period greater than 30 days. The original should be
kept in the department’s files and a copy should be given to the employee. Once the
equipment has returned to the City, the department should complete the bottom half of
the original form that was retained in the departmental files.
f) If the use of City equipment is less than 30days, then department should keep an
internal record of equipment that has been approved for use off city property. The list
should include a description of the equipment, the asset number, serial number, and the
individuals name using the equipment, where the equipment is being used and the
expected return date.
7) Capital Assets-Storage of Equipment on Privately Owned/Leased Premises
This statement explains the procedures for requesting storage of assets at off-city
locations that are privately owned or leased to the City.
a) In order to maintain accurate inventory records and comply with asset control
procedures, the Finance Office must be aware of approved storage of equipment at off-
city locations. City personnel should anticipate storage needs in advance in order to
obtain the proper approvals before removing the assets from the City.
b) Fill out a request storage of assets at locations that are privately owned or leased to the
City. The form must be signed by the City Manager and the Department Head and
forwarded to the Finance Office.
8) Capital Assets-Gifts-in-kind
This statement explains the procedures for reporting equipment and other assets donated to
the City.
a) All capital assets that are donated to the City must be included in the Capital Assets
System inventory. It is the responsibility of each department head to notify the Finance
Office when equipment and other assets are donated to the City.
b) When donated items are received by departments, the pertinent sections of the
Notification of Gift For must be completed and forwarded to the Finance Office. The
Finance Office will record the information on its Capital Assets System.
9) Capital Assets-Annual Equipment Inventory
This statement provides policies and procedures relating to the annual physical inventory of
capital assets conducted by departments.
a) State regulations require the City to take an annual equipment inventory. Each
department is responsible for verifying information about its own inventory and making
all changes and corrections and forwarding them to the Finance Office.
b) The Finance Office distributes annual inventory reports and instructions to departments
in December of each year. All inventory reports are due back to Finance by January
11th.
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c) All changes and corrections should be made directly on the inventory printout. The
department should keep a copy and send the original of the completed printout to the
Finance Department.
d) Use the departmental inventory printout to conduct a room-by-room equipment
verification. Please verify all information on the report.
10) Capital Assets-Useful lives
a) Depreciation is the systematic and rational allocation of the historical cost of a capital
asset over its estimated useful service life. The estimated useful service life as listed will
be for assets added in the year of 2011 and future years.
(1) Buildings/Permanent structures 50 years
(2) Buildings/Permanent structures/wood/pole 25 years
(3) Buildings/Permanent structures/steel 35 years
(4) Buildings/Portable structures 25 years
(5) Buildings/Excavation 50 years
(6) Buildings/Foundation 50 years
(7) Buildings/Frame/masonry 50 years
(8) Buildings/Frame/wood or pole 25 years
(9) Buildings/Frame/steel 35 years
(10) Buildings/Floor structure 50 years
(11) Buildings/Floor covering 15 years
(12) Buildings/Carpeting 10 years
(13) Buildings/Computer flooring 10 years
(14) Buildings/Exterior walls/masonry 50 years
(15) Buildings/Exterior walls/wood or pole 25 years
(16) Buildings/Exterior walls/steel 35 years
(17) Buildings/Roof cover 15 years
(18) Buildings/Roof cover/EDPM 20 years
(19) Buildings/Interior construction 15 years
(20) Buildings/Interior renovation 10 years
(21) Buildings/Ceiling finish 10 years
(22) Buildings/Plumbing 20 years
(23) Buildings/HVAC 20 years
(24) Buildings/Electrical/masonry 15 years
(25) Buildings/Electrical/wood or pole 25 years
(26) Buildings/Electrical/steel 35 years
(27) Buildings/Elevator 20 years
(28) Roadways/Dirt 10 years
(29) Roadways/Gravel 15 years
(30) Roadways/Concrete 35 years
(31) Roadways/Asphaltic Concrete 30 years
(32) Roadways/Brick or Stone 50 years
(33) Alleys/Concrete 40 years
(34) Alleys/Asphaltic Concrete 25 years
(35) Alleys/Dirt 10 years
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(36) Alleys/Gravel 15 years
(37) Alleys/Brick or Stone 50 years
(38) Sidewalks/Concrete 30 years
(39) Sidewalks/Asphalt 25 years
(40) Sidewalks/Gravel 10 years
(41) Sidewalks/Brick or Stone 45 years
(42) Parking Lots/Concrete 35 years
(43) Parking Lots/Asphalt 20 years
(44) Parking Lots/Gravel 10 years
(45) Parking Lots/Brick or Stone 45 years
(46) Airport Runways 30 years
(47) Bridges/Continuous Concrete 50 years
(48) Bridges/Prestressed Concrete 45 years
(49) Bridges/Steel with Truss 50 years
(50) Bridges/Steel Without Truss 45 years
(51) Bridges/Timber/wood 30 years
(52) Bridges/Pedestrian/Steel 30 years
(53) Bridges/Pedestrian/Concrete 30 years
(54) Bridges/Pedestrian/Wood 25 years
(55) Major Culverts/Concrete 40 years
(i) Precast box, precast elliptical
Cast in place
(56) Major Culverts/Concrete pre stress 40 years
(57) Major Culverts/Timber log treated 30 years
(58) Major Culverts/Steel 30 years
(i) Corrugated round, Corrugated
Bottomless arch
(59) Small Culverts/Plastic 25 years
(60) Small Culverts/Cast Iron 30 years
(61) Small Culverts/Metal corrugated 30 years
(62) Small Culverts/Concrete 50 years
(63) Storm Drains/Plastic 25 years
(64) Storm Drains/Cast Iron 30 years
(65) Storm Drains/Metal Corrugated 30 years
(66) Storm Drains/Concrete 40 years
(67) Storm Drains/Ditch/Trench 100 years
(68) Moveable Equipment
(i) Athletic equipment 10 years
(ii) Audio visual equipment 7 years
(iii) Books 7 years
(iv) Multi-media materials 7 years
(v) Business machines 7 years
(vi) Contractors/construction equipment 12 years
(vii) Furniture 20 years
(viii) Machinery and tools 15 years
(ix) Outdoors recreational equipment 15 years
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(x) Stage and auditorium equipment 20 years
(xi) Custodial equipment 15 years
(xii) Photocopiers 5 years
(xiii) Sculptures/Wood 20 years
(xiv) Sculptures/Stone 30 years
Capital assets by department
SOLID WASTE LANDFILL AND COLLECTION
Landfill – Excavation of Cells (estimated # of years to fill excavation)
Landfill – Leachate System (estimated life of landfill)
Landfill – Liners (estimated life of landfill)
Landfill – Test Wells (estimated life of landfill plus 30 years)
Landfill large crawler loader 5 years
Landfill large compactor 5 years
Landfill large wheel loader 5 years
Landfill small wheel loader 10 years
Landfill blade 15 years
Landfill grader 15 years
Landfill pickups 10 years
Landfill trucks 12 years
Landfill tractors 10 years
Collection-Garbage truck – rear loader 10 years
Collection-Garbage truck – automated loader 8 years
STREET DEPARTMENT
Pickup 10 years
Pickup for special use 20 years
Tandem Trucks 12 years
Skidsteer 10 years
Loader 12 years
Backhoe 20 years
Street Sweeper 6 years
Snow Blower 12 years
Grader 12 years
Blade 12 years
Air compressor 15 years
Fuel computerized system 15 years
Underground tanks 30 years
Electronic Street Signals 15 years
Road Signage 10 years
RECREATION
Buildings 50 years
Parking lot 20 years
Vehicle-Van 20 years
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Vehicle 20 years
PARKS
Buildings 50 years
Restrooms 50 years
Shelters 50 years
Prefab shelters 50 years
Pool 40 years
Pool heaters 10 years
Spectator heaters 15 years
Irrigation system 40 years
Parking lot 20 years
Sidewalks 30 years
Steel bridge 45 years
Outdoor lighting 20 years
Fencing, gates 35 years
Retaining walls 20 years
Bleachers 30 years
Scoreboard 20 years
Fountains 40 years
Playground equipment 20 years
Recreational equipment 15 years
Landscaping 10 years
Septic systems 15 years
Underground tanks 30 years
Athletic Field 40 years
Soccer Fields 40 years
Stadiums 45 years
Skate Park 20 years
Tennis courts 40 years
Running track 30 years
Disc Golf Facility 20 years
Bike-Jogging Paths/Dirt 10 years
Bike-Jogging Paths/Gravel 15 years
Bike-Jogging Paths/Concrete 30 years
Bike-Jogging Paths/Asphalt 20 years
Grounds equipment 10 years
Mowers 10 years
Other motorized equipment 15 years
Tractor/compact skidsteer 15 years
Tractor/standard 20 years
Non-motorized equipment/attachments 20 years
Ice re-surfacer 15 years
Generator 15 years
Pickups & trucks 10 years
Seasonal Vehicles 20 years
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FORESTRY
Buildings 50 years
Loader /compact 15 years
Motorized equipment 15 years
Aerial trimming device 20 years
Season vehicles 20 years
Trucks and pickups 10 years
GOLF COURSE
Buildings-permanent 50 years
Buildings-portable 25 years
T-stands 40 years
Driving range 40 years
Executive nine 40 years
Chipping green 40 years
Concrete cart paths 30 years
Mowers-Rough 15 years
Mowers-Green 7 years
Mowers-Fairway 10 years
Tractors/compact 15 years
Tractors/standard 20 years
Motorized equipment 15 years
Non motorized equipment 20 years
Irrigation system 40 years
Pumps 25 years
Storm drainage improvements 25 years
Pickups 10 years
Pickups seasonal 20 years
FIRE DEPARTMENT
Fire Trucks (Structural Pumpers, Aerials, Rescue) 16 years
6F1 and 6F2 Command Vehicles 5 years
Breathing air compressor 15 years
Self Contained Breathing Apparatus (SCBA) 10 years
Safety House 25 years
Extrication equipment 10 years
Brush/Utility Trucks & Slide-in units 12 years
Thermal Imagers 12 years
POLICE DEPARTMENT
Patrol Vehicles 3 years or 100,000 miles
SRO Vehicle 7 years
Unmarked Police Vehicles 8 years
Animal Control Vehicle 5 years or 100,000 miles
Sirens 15 years
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In vehicle video system 6 years
Z-tron system 10 years
Portable radios in vehicles 10 years
Portable hand radios 8 years
SWIFTEL CENTER
Panels 20 years
Window treatments 8 years
Tradeshow equipment 12 years
Food and beverage equipment 10 years
Scoreboard & Electronic signs 10 years
Scrubbers 5 years
Battery back up 5 years
Parking lots 20 years
Concrete sealing 5 years
Catwalk 50 years
Air Conditioning Units 20 years
Portable dance floor 10 years
Portable stage 12 years
Portable stalls 20 years
Vehicles 20 years
Skidsteer 10 years
AIRPORT
Building 50 years
Grounds equipment 10 years
Snow removal equipment 10 years
ARFF truck (Fire truck) 20 years
Fencing 30 years
Gate opener 10 years
Above ground fuel tanks 20 years
Landscaping 10 years
Runway lighting 10 years
Taxiway lighting 10 years
Runway asphaltic concrete 25 years
Runway concrete 40 years
Runway overlay 10 years
Beacon 20 years
Security system 7 years
Vehicles 10 years
INFORMATION TECHNOLOGY
Desktop computer 5 years
Laptop computer 5 years
Servers 6 years
Networking (switches, firewalls, etc) 7 years
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Backup equipment 5 years
Security system 7 years
Small printers 6 years
Large printer/copiers 5 to 10 years
CODE ENFORCEMENT
Vehicles 10 years
11) Forms
a) Capital Asset Purchases
b) Equipment Transfer Disposition Request
c) Storage of Equipment on Privately owned/Leased Premises
d) Equipment tracking home use authorization
Glossary
ACCRUED INTEREST: The accumulated interest payable on a security since the last interest
payment made by the issuer.
AGENCY: A debt security issued by a federal or federally sponsored agency. Federal agencies
are backed by the full faith and credit of the U. S. Government. Federally sponsored agencies
(FSAs) are backed by each particular agency with a market perception that there is an implicit
government guarantee. An example of a federal agency is the Government National Mortgage
Association (GNMA). An example of an FSA is the Federal National Mortgage Association
(FNMA).
AMORTIZATION: The systematic reduction of the amount owed on a debt issue through
periodic payments of principal.
ASKED: The price at which securities are offered.
BENCHMARK: A comparative base for measuring the performance or risk tolerance of the
investment portfolio. A benchmark should represent a close correlation to the level of risk and
the average duration of the portfolio’s investment.
BID: The price offered by a buyer of securities. (When you are selling securities, you ask for a
bid.) See Offer.
BOOK ENTRY: An electronic system of accountability, custody, transfer, and settlement of
securities. Book-entry systems allow rapid and accurate transfers of securities with
simultaneous cash settlement.
BOOK VALUE: The value at which a security is carried on the inventory lists or other financial
records of an investor. The book value may differ significantly from the security’s current value
in the market.
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BROKER: A broker brings buyers and sellers together for a commission.
CALL PRICE: The price at which an issuer may redeem a bond prior to maturity. The price is
usually at a slight premium to the bond’s original issue price to compensate the holder for loss
of income and ownership.
CERTIFICATE OF DEPOSIT (CD): A time deposit with a specific maturity evidenced by a
certificate. Large-denomination CDs are typically negotiable.
CERTIFICATE OF DEPOSIT ACCOUNT REGISTRY SERVICE (CDARS): A program with an
approved depository that removes the need for collateral by providing full FDIC insurance for
certificates of deposit.
COLLATERAL: Securities, evidence of deposit or other property which a borrower pledges to
secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of
public monies.
COUPON: (a) The annual rate of interest that a bond’s issuer promises to pay the bondholder
on the bond’s face value. (b) A certificate attached to a bond evidencing interest due on a
payment date.
CREDIT QUALITY: The measurement of the financial strength of a bond issuer. This
measurement helps an investor to understand an issuer’s ability to make timely interest
payments and repay the loan principal upon maturity. Generally, the higher the credit quality of
a bond issuer, the lower the interest rate paid by the issuer because the risk of default is lower.
Credit quality ratings are provided by nationally recognized rating agencies.
CREDIT RISK: The risk to an investor that an issuer will default in the payment of interest
and/or principal on a security.
DELIVERY VERSUS PAYMENT: There are two methods of delivery of securities: delivery
versus payment and delivery versus receipt. Delivery versus payment is delivery of securities
with an exchange of money for the securities. Delivery versus receipt is delivery of securities
with an exchange of a signed receipt for the securities.
DISCOUNT: The difference between the cost price of a security and its maturity when quoted
at lower than face value. A security selling below original offering price shortly after sale also is
considered to be at a discount.
DISCOUNT SECURITIES: Non-interest bearing money market instruments that are issued at a
discount and redeemed at maturity for full face value, e.g., U. S. Treasury Bills.
DIVERSIFICATION: Dividing investment funds among a variety of securities offering
independent returns.
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DURATION: A measure of the timing of the cash flows, such as the interest payments and the
principal repayment, to be received from a given fixed-income security. This calculation is based
on three variables; term to maturity, coupon rate, and yield to maturity. The duration of a
security is a useful indicator of its price volatility for given changes in interest rates.
FAIR VALUE: The amount at which an investment could be exchanged in a current transaction
between willing parties, other than in a forced or liquidation sale.
FEDERAL CREDIT AGENCIES: Agencies of the Federal government set up to supply credit to
various classes of institutions and individuals, e.g., S&L’s, small business firms, students, farmers,
farm cooperatives, and exporters.
FEDERAL DEPOSIT INSURANCE CORPORATION (FDIC): A federal agency that insures bank
deposits, currently up to $100,000 per deposit.
FEDERAL FUNDS (Fed Funds): Funds placed in Federal Reserve banks by depository
institutions in excess of current reserve requirements. These depository institutions may lend
fed funds to each other overnight or on a longer basis. They may also transfer funds among
each other on a same-day basis through the Federal Reserve banking system. Fed funds are
considered to be immediately available funds.
FEDERAL FUNDS RATE: The rate of interest at which Fed funds are traded. This rate is
currently pegged by the Federal Reserve through open-market operations.
FEDERAL RESERVE SYSTEM: The central bank of the United States created by Congress and
consisting of a seven member Board of Governors in Washington, D. C., 12 regional banks and
about 5,700 commercial banks that are members of the system.
FIDUCIARY: Person, company, or association holding assets in trust of a beneficiary.
FUTURES CONTRACT: Agreement to buy or sell a specific amount of a commodity or
financial instrument at a particular price on a stipulated future date.
INVERTED YIELD CURVE: A chart formation that illustrates long-term securities having lower
yields than short-term securities. This configuration usually occurs during periods of high
inflation coupled with low levels of confidence in the economy and a restrictive monetary
policy.
INVESTMENT POLICY: A concise and clear statement of the objectives and parameters
formulated by an investor or investment manager for a portfolio of investment securities.
LIQUIDITY: A liquid asset is one that can be converted easily and rapidly into cash without a
substantial loss of value. In the money market, a security is said to be liquid if the spread
between bid and asked prices is narrow and reasonable size can be done at those quotes.
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LOCAL GOVERNMENT INVESTMENT POOL (LGIP): The aggregate of all funds from political
subdivisions that are placed in the custody of the State Treasurer for investment and
reinvestment.
MARK-TO-MARKET: The process whereby the book value or collateral value of a security is
adjusted to reflect its current market value.
MARKET RISK: The risk that the value of a security will rise or decline as a result of changes in
market conditions.
MARKET VALUE: The price at which a security is trading and could presumably be purchased
or sold.
MASTER REPURCHASE AGREEMENT: A written contract covering all future transactions
between the parties to repurchase---reverse repurchase agreement that establishes each party’s
rights in the transactions. A master agreement will often specify, among other things, the right
of the buyer-lender to liquidate the underlying securities in the event of default by the seller-
borrower.
MATURITY: The date upon which the principal or stated value of an investment becomes due
and payable.
MONEY MARKET: The market in which short-term debt instruments (bills, commercial paper,
bankers’ acceptances, etc.) are issued and traded.
OFFER: The price asked by a seller of securities. (When you are buying securities, you ask for
an offer.) See Asked and Bid.
OPTION: Right to buy or sell property that is granted in exchange for an agreed upon sum. If
the right is not exercised after a specified period, the option expires and the option buyer
forfeits the money.
PORTFOLIO: Collection of securities held by an investor.
PRIMARY DEALER: A group of government securities dealers who submit daily reports of
market activity and positions and monthly financial statements to the Federal Reserve Bank of
New York and are subject to its informal oversight. Primary dealers include Securities and
Exchange Commission (SEC)-registered securities broker-dealers, banks, and a few unregulated
firms.
PRUDENT PERSON RULE: An investment standard. In some states the law requires that a
fiduciary, such as a trustee, may invest money only in a list of securities selected by the custody
state---the so-called legal list. In other states the trustee may invest in a security if it is one
which would be bought by a prudent person of discretion and intelligence who is seeking a
reasonable income and preservation of capital.
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QUALIFIED PUBLIC DEPOSITORIES: A financial institution which does not claim exemption
from the payment of any sales or compensating use or ad valorem taxes under the laws of this
state, which has segregated for the benefit of the commission eligible collateral having a value of
not less than its maximum liability and which has been approved by the Public Deposit
Protection Commission to hold public deposits.
RATE OF RETURN: The yield obtainable on a security based on its purchase price or its
current market price. This may be the amortized yield to maturity.
REINVESTMENT RISK: The risk that a fixed-income investor will be unable to reinvest income
proceeds from a security holding at the same rate of return currently generated by that holding.
REPURCHASE AGREEMENT (RP OR REPO): A holder of securities sells these securities to an
investor with an agreement to repurchase them at a fixed price on a fixed date. The security
“buyer” in effect lends the “seller” money for the period of the agreement, and the terms of
the agreement are structured to compensate him for this. Dealers use RP extensively to finance
their positions. Exception: When the Fed is said to be doing RP, it is lending money that is,
increasing bank reserves.
SAFEKEEPING: A service to customers rendered by banks for a fee whereby securities and
valuables of all types and descriptions are held in the bank’s vaults for protection.
SECONDARY MARKET: A market made for the purchase and sale of outstanding issues
following the initial distribution.
SECURITIES & EXCHANGE COMMISSION: Agency created by Congress to protect investors
in securities transactions by administering securities legislation.
SPECULATION: Assumption of risk in anticipation of gain but recognizing a higher than
average possibility of loss.
STRUCTURED NOTES: Notes issued by Government Sponsored Enterprises (FHLB, FNMA,
SLMA, etc.) and corporations which have imbedded options (e.g., call features, step-up coupons,
floating rate coupons, and derivative-based returns) into their debt structure. Their market
performance is impacted by the fluctuation of interest rates, the volatility of the imbedded
options and shifts in the shape of the yield curve.
SWAP: Trading one asset for another.
TOTAL RETURN: The sum of all investment income plus changes in the capital value of the
portfolio. For mutual funds, return on an investment is composed of share price appreciation
plus any realized dividends or capital gains. This is calculated by taking the following
components during a certain time period.
(Price Appreciation) + (Dividends Paid) + (Capital Gains) = Total Return
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TREASURY BILLS: A non-interest bearing discount security issued by the U. S. Treasury to
finance the national debt. Most bills are issued to mature in three months, six months, or one
year.
TREASURY BONDS: Long-term coupon-bearing U. S. Treasury securities issued as direct
obligations of the U. S. Government and having initial maturities of more than ten years.
TREASURY NOTES: Medium-term coupon-bearing U. S. Treasury securities issued as direct
obligations of the U. S. Government and having initial maturities from two to ten years.
VOLATILITY: A degree of fluctuation in the price and valuation of securities.
WHEN ISSUED (WI): A conditional transaction in which an authorized new security has not
been issued. All “when issued” transactions are settled when the actual security is issued.
YIELD: The rate of annual income return on an investment, expressed as a percentage. (a)
INCOME YIELD is obtained by dividing the current dollar income by the current market price
for the security. (b) NET YIELD or YIELD TO MATURITY is the current income yield minus
any premium above par or plus any discount from par in purchase price, with the adjustment
spread over the period from the date of purchase to the date of maturity of the bond.
YIELD CURVE: A graphic representation that depicts the relationship at a given point in time
between yields and maturity for bonds that are identical in every way except maturity. A
normal yield curve may be alternatively referred to as a positive yield curve.
YIELD-TO-CALL (YTC): The rate of return an investor earns from a bond assuming the bond
is redeemed (called) prior to its nominal maturity date.
Resolution No. 09-11. A motion was made by Thorpe, seconded by Kubal, to approve
Resolution No. 09-11, a Resolution establishing a Naming Rights Policy for the City of
Brookings. All present voted yes; motion carried.
Resolution No. 09-11
City of Brookings Naming Rights Policy
Objective: Whereas, the City of Brookings wishes to appropriately acknowledge individuals,
organizations, and businesses by naming certain capital investment items and
amenities in their honor, and
Whereas, it is necessary and prudent to undertake such acknowledgements in a
manner that provides a process for undertaking the naming of such items, and
Whereas, it is desirable for the City of Brookings to utilize such naming rights
procedure as a means of generating revenue to assist with deferring some of the
capital costs of such public improvement, and
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Whereas, this policy shall not apply to naming rights for the Swiftel Center as an
existing policy duly-adopted by the City Council is currently in effect.
Now, Therefore, Be It Resolved by the City Council of the City of Brookings
that the following Naming Rights Policy be adopted.
Purpose:
1) Recognition of a donor who financially supported the item to be named in a significant
amount to the satisfaction of the Council.
2) Recognition of a non-donor who exemplified a public stewardship, purpose,
commitment or other high ideals of the community in an amount worthy of being
named.
3) Where appropriate, generate revenue from private sources to defer a portion of the
costs of the capital item.
Items eligible to be named
Items need to have significance worthy of a name by which it would be recognizable in the
community, and be identified by its name.
1) Parks
2) Buildings, structures, unique monuments, and significant recreational amenities
3) Gardens and Landscaped areas
4) Trails and Pathway systems
5) Ponds or bodies of water of significance
6) Municipal streets
Exclusions: Incidental items including but not limited to trees, park benches, planter boxes,
picnic tables, etc.
Process
1) Persons may nominate/suggest a person and the item to be named by completing the
NOMINATION FORM and submitting it to the City.
2) If the item nominated to be named is under the policy purview of an advisory board, the
City Manager shall forward the nomination to the advisory board for a recommendation
to the City Council. The City Manager shall also make a recommendation.
3) In the event the item to be named is not under the policy purview of an advisory board,
the City Manager shall make a recommendation to the City Council.
4) The City Council shall make the final decision on all naming rights.
5) In cases where the City wishes to generate revenue to defer capital expenses through
the utilization of this naming rights policy, staff shall seek out opportunities to identify
and recruit potential donors.
Recognition
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1) Staff shall make the final determination of the means and methods of recognition of the
named rights. (Signage, lettering, printing, etc. This shall be dependent upon, and will
vary greatly, on the item to be named.)
2) Recognition shall be perpetual unless revoked by the City Council for just cause, or at
the request of the namee or their family.
Resolution No. 16-11. A public hearing was held on Resolution No. 16-11, State Water Plan
Application for Storm Water Project. No public comment was made. A motion was made by
McClemans, seconded by Bartley, to approve Resolution No. 16-11. All present voted yes;
motion carried.
Resolution No. 16-11
Whereas, the City of Brookings has identified the need to upgrade the storm water system; and
Whereas, the City of Brookings proposes to undertake improvements to the storm water
system; and
Whereas, the City of Brookings is eligible to apply for Clean Water State Revolving Fund (SRF)
Program assistance for the proposed project; and
Whereas, with the submission of the SRF application, the City of Brookings assures and certifies
that all SRF program requirements will be fulfilled.
Therefore Be It Resolved that the City of Brookings duly authorizes the City Manager of
Brookings to execute and submit an SRF loan application requesting up to $2,243,431 of loan
funds for the proposed project to be borrowed at an interest rate of 3.0% for a term of 20
years and to be secured by storm water fees.
Further Be It Resolved, that the City Manager of Brookings be hereby designated as the
certifying officer for any loan agreement, contracts, pay requests, correspondence, and other
required documents as a result of this application.
This resolution is effective immediately upon passage.
Adjourn. A motion was made by Corbett, seconded by McClemans, to adjourn. All present
voted yes; motion carried. Meeting adjourned at 6:59 p.m.
CITY OF BROOKINGS
ATTEST: Tim Reed, Mayor
Shari Thornes, City Clerk
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CONSENT AGENDA #4
C. Action on various volunteer appointments.
Mayor Tim Reed has submitted the following appointment recommendations for
City Council advice and consent:
Board of Adjustment
Number of positions: 4 (2 members, 2 alternates)
Positions currently held by: Jay Vanduch, Larry Klingbile
Term Length: 3 year
Residency Requirement: Required or reside within the Joint Jurisdictional Area
Purpose: The Board of Adjustment has the authority to act on variances or
special exceptions to the zoning ordinance. Four of the five
members must vote in the affirmative for a motion to pass.
Mayor’s Recommendation:
1. Appoint Jim Pederson
2. Appoint Jason Hoffelt
3. Appoint Jere Hieb as 1st Alternate
4. Appoint Mary Kidwiler as 2nd Alternate
Board of Appeals
Number of positions: 1
Position currently held by: Vacant
Term Length: 5 year
Residency Requirement: Required
Purpose: The function of the Board of Appeals is to hear and decide on
appeals or orders, decisions or determinations made by the city
building officials relative to the application and interpretation of
the Building Code, and to determine the suitability of alternate
materials and methods of construction. All members of the
Board must be qualified by training and experience to pass upon
the matters pertaining to building construction.
Mayor’s Recommendation:
1. Appoint David Bertelson
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CONSENT AGENDA #4
D. Action on a request from Susan Scott to abate real estate taxes
for a portion of 2010 in the amount of $937.00 for property
located at 222 14th Ave., W 57.2’ of Lot 1, Block 2, LeGeros
Addition, Parcel #40300-00200-001-00.
Susan Scott has submitted a request to abate a portion of the 2010
property taxes on the above referenced property in the amount of
$937.00. A copy of the application is enclosed. The County Director of
Equalization recommends approval.
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CONSENT AGENDA #4
E. Action on a request from Rosewood Mobile Home Park to abate
real estate taxes for a portion of 2010 in the amount of $1,373.00
for property located at 930 W. Hwy 14, N 225’ of OLD of S ½ N
½ SE ¼ 22-110-50, Parcel #40960-11050-224-40.
Rosewood Mobile Home Park has submitted a request to abate a portion
of the 2010 property taxes on the above referenced property in the
amount of $1,373.00. A copy of the application is enclosed. The County
Director of Equalization recommends approval.
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CONSENT AGENDA #4
F. Action on a request from the City of Brookings to abate the real
estate taxes for a portion of 2010 in the amount of $9,728.91 for
the following Parcels: 40160-00300-001-00 / 002-00 / 003-00 / 004-
00 / 005-00 / 006-05 / 007-00 / 008-05 / 008-10 (Joint City/County
Building location).
The City of Brookings has submitted a request to abate a portion of the
2010 property taxes on the following purchased properties in the amount
of $9,728.91. A copy of the application is enclosed. The County Director
of Equalization recommends approval.
Property 2011 Tax Payable Abatement
ID# Tax Payable May 25 Requested
40160-00300-001-00 $4,153.14 $1,649.88 $2,503.26
40160-00300-002-00 $328.54 $130.52 $198.02
40160-00300-003-00 $1,179.40 $468.53 $710.87
40160-00300-004-00 $1,794.34 $712.82 $1,081.52
40160-00300-005-00 $1,783.86 $708.66 $1,075.20
40160-00300-006-00 $1,752.22 $696.09 $1,056.13
40160-00300-007-00 $3,641.50 $1,446.62 $2,194.88
40160-00300-008-05 $735.20 $292.07 $443.13
40160-00300-008-10 $772.94 $307.06 $465.88
TOTALS $16,141.14 $6,412.23 $9,728.91
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CONSENT AGENDA #4
G. Action on a request from the City of Brookings to abate the real
estate taxes for a portion of 2010 in the amount of $676.16 for the
following Parcel: 04000-11049-191.00.
The City of Brookings has submitted a request to abate a portion of the
2010 property taxes on the following purchased property in the amount of
$676.16. A copy of the application is enclosed. The County Director of
Equalization recommends approval.
Property 2011 Tax Payable Abatement
ID# Tax Payable May 25 Requested
04000-11049-191-00 $1,036.84 $360.68 $676.16
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CONSENT AGENDA #4
H. Action to abate a portion of the 2011 drainage fee in the amount
of $17.41 for Outlots Addition, N 1320' OF N 1350' EXC W 312'
& EXC E 1128.5' & EXC. OLS 2 & 3 & EXC N40' Therein,
otherwise known as 1718 20th Street South
The City received a request from Craig Fairbanks and Carol Cumber to
examine the drainage fee for Outlots Addition, N 1320' OF N 1350' EXC
W 312' & EXC E 1128.5' & EXC. OLS 2 & 3 & EXC N40'. Therein,
otherwise known as 1718 20th Street South, Parcel Number 40960-10950-
011-15. This parcel is located on the south side of 20th Street South, just
east of Bluegill Addition. The 2011 drainage fee of $808.46 had been
calculated on 34.37 acres of property, however, we discovered that
Brookings County shows this property is 33.63 acres, which results in a
revised drainage fee of calculation of $791.05. This results in an abatement
of $17.41 for this parcel, as follows:
2011 drainage fee charged: $808.46
2011 drainage fee recalculated: $791.05
Amount to be abated from 2011 taxes: $17.41
This motion will approve the abatement of $17.41 from the drainage fee for
Parcel No. 40960-10950-011-15, otherwise known as 1718 20th Street
South.
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Brookings City Clerk
Abatement and Refunds
South Dakota Codified Law 10-18-6 & 7 stipulates that no tax on property within a municipal corporation shall be
abated or refunded without the approval of the governing body of said Municipal Corporation, duly filed with said
application.
In any case where the concurrence of a municipality in the granting of any abatement of refund is required, the
action of the municipality shall be certified to and filed with the county auditor of the county within thirty days
after an application for such concurrence shall have been filed with the clerk or the presiding officer of the
governing body of such municipality, and if not so filed with said county auditor within such time, the municipality
shall be deemed to have concurred in granting the application.
Brookings City Ordinance, Chapter 72, Storm Drainage, establishes the annual fee for each property is assessed in
the City of Brookings and payable to the County Treasurer.
72-1(b) Annual fee; basis. All real property within the city shall be charged an annual fee for the operation,
maintenance, and capital improvements of the storm sewer and drainage system. The fee for each such
property shall be based on the lot area, a runoff weighting factor, and a unit financial charge, and which fee
is determined as follows: Storm drainage fee equals the runoff weighting factor multiplied by parcel area
(in square feet) multiplied by unit financial charge (in dollars per square foot).
City of Brookings
Year: 2011
Abatement Amount for 2011: $17.41
Address: N/A
Parcel Number: 40960-10950-011-15
Legal Description: Outlots Addition, N 1320' OF N 1350' EXC W 312' & EXC E
1128.5' & EXC. OLS 2 & 3 & EXC N40' Therein, otherwise
known as 1718 20th Street South
Background: The City of Brookings has requested to abate the drainage fee for this property, and the acreage size
was adjusted to the correct amount of 33.63 acres, resulting in a revised drainage fee. The correct drainage fee is
as follows:
2011 drainage fee charged: $808.46
2011 drainage fee: $791.05
Amount to be abated from 2011 taxes: $17.41
I hereby certify that on February 8, 2011, the following attached application for abatement or refund of taxes has
been duly acted on by the governing body of the city or town of Brookings, in Brookings, South Dakota.
Such action is recorded in the official minutes of said municipality, dated February 8, 2011, and reads as follows:
“A motion was made by CM , seconded by CM , to approve an abatement request
for the City of Brookings for the 2011 drainage fee in the amount of $17.41 for Parcel No. 40960-10950-011-15,
also known as Outlots Addition, N 1320' OF N 1350' EXC W 312' & EXC E 1128.5' & EXC. OLS 2 & 3 & EXC
N40' Therein, otherwise known as 1718 20th Street South”.
“All present voted yes; motion carried.”
Signed by: ______________________________
Shari Thornes, City Clerk
City of Brookings, Brookings, SD
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CONSENT AGENDA #4
I. Action on Resolution No. 17-11 declaring surplus property: one
1989 Spartan Pumper, (Engine #5), Model DS26042.
City Council action is required to declare the above referenced property
surplus for disposal.
Resolution No. 17-11
Declaring Surplus Property
Whereas, the City of Brookings is the owner of the following described equipment formerly
used at the City of Brookings Fire Department:
Engine 5 - Fixed Asset # 101-0077
1989 Spartan Pumper, Model DS26042, VIN #1S9PT2S06KC185114
Whereas, in the best financial interest, it is the desire of the City of Brookings to sell same as
surplus property;
Whereas, the City Manager hereby authorized to appoint three qualified appraisers to appraise
the value of the 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 February, 2011.
City of Brookings, SD
Tim Reed, Mayor
ATTEST:
Shari Thornes, City Clerk
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Open Forum
5. Invitation for a Citizen to schedule time on the Council Agenda
for an issue not listed.
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.
6. SDSU Student Senate Report.
President – Brett Monson
Vice-President – Erin Kennedy
Administrative Assistant – Kate Wegehaupt
Finance Chair – Anthony Sutton
State & Local Chair – Eric Haiar
http://studentorgs.sdstate.org/studentsassociation/Default.htm
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Open Forum / Presentations / Reports
7. Update on the National Children’s Study
Emily Hansen, NCS Research Coordinator for Brookings County, and
Kelsey Schurrer, NCS Research Assistant for Brookings County requested
an opportunity to provide the City Council with an update on the National
Children’s Study.
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Contract Awards / Change Orders
8. Action on Resolution No. 18-11: Awarding bid for Firefighter
Gear.
To: Jeff Weldon, Brookings City Manager
From: Darrell Hartmann, Brookings Fire Chief
Date: January 25, 2011
RE: Bid – Firefighter Gear
One bid was received on January 25th. The bid received met the
specifications. Staff recommends acceptance of the bid from M&T Fire &
Safety, Volga, SD in the amount of $23,912.00 for 14 Firefighter Jackets and
14 Firefighter Pants as per Department specifications.
Item Bid Bidder Amount of
Bid Bid Bond Cashier’s
Check
14 Sets of Firefighter Gear
to include: Blood Borne
Pathogen Resistant Coat with
tails and Pants with an outer
shell – 7.5 oz.
PBO/Kevlar/Nomex, thermal
liner – 2 layer Spunlace/Met,
moisture barrier –
Crosstech/Nomex
M & T Fire &
Safety $23,912.00
$1,195.60
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation: Approve
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Resolution No. 18-11
Resolution Awarding Bids on Firefighter Gear
(14 Sets - Jackets/Pants)
Whereas, the City of Brookings held a bid letting at 1:30 pm on Tuesday, January 25, 2011; and
Whereas, the City of Brookings has received the following bid for Firefighter Gear:
M&T Fire & Safety, Inc. $23,912.00
Now Therefore, Be It Resolved that the bid of $23,912.00 of M&T Fire & Safety, Inc. be
accepted.
Passed and approved this 8th day of February 2011.
CITY OF BROOKINGS
________________________________
Tim Reed, Mayor
ATTEST:
_________________________
Shari Thornes, City Clerk
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Contract Awards / Change Orders
10. Action on Resolution No. 20-11: a Resolution Authorizing Change
Order No. 1 for Wildlife Fence Improvement Project, AIP 3-46-
0005-23-2010
The Perimeter Wildlife Fence Project is nearly completed for the Brookings
Regional Airport. The fence was required by the FAA due to their
increasing efforts to mitigate wildlife hazards on airports. The new wildlife
fence will be a benefit to the airport as deer have jumped over the existing
shorter fence, which creates a safety hazard for the users of the airport, in
addition to the time and resources necessary to remove the deer from the
airport. In addition, a portion (approximately 300 yards) will need to be
moved when the runways are realigned. The fencing material may be re-
used for the new alignment. This project is reimbursed 3% by the SDDOT,
and 95% by the FAA, resulting in the City share of 2%.
This change order includes several items which arose during construction:
• Mechanical key pad lock for walk gate. This item was added to install
mechanical key pad combination locks on all the walk gates in lieu of
the deadbolt lock originally specified. The price includes a credit for
not installing the deadbolt. The keypad lock code may be changed
from time to time for security purposes.
• Proximity readers and cards for electric gates. This item was added
to install proximity card readers at the electric gates instead of touch
pad card readers. The change was made because the geometry of
the touch pad reader unit made it difficult for the driver of a vehicle
to reach the touch pad. We received a credit for not installing the
touch pad card reader. The proximity reader will have a unit where
you swipe a card. The cards are reprogrammable for security
purposes.
• Reusing existing REIL Base. This item is a reduction in cost since the
existing REIL bases were determined to be reusable and the
contractor did not have to install new ones as part of the work.
• Boring for conduit under runway. This item was added for the
boring for conduit and wire under the runway for a control wire to
the REILs.
• Conduit. This item was added for the conduit for the control wire
under the runway for the REILs.
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• Connect conduit to junction cans: This item was added for the
excavation and connection of the conduit to the junction cans at the
REILs.
The contract deadline was October 15, 2010, however, due to the above
extra work and a delay in receiving the proximity readers and cards, an
extension is requested for 135 calendar days. The final work left to
complete is the installation of the proximity readers. The contractor
expects they will arrive and be installed by February 28, 2011. The change
order costs are as follows:
Original Contract Price: $289,435.96
Decrease from Previously Approved Change Orders: $0.00
Contract Price prior to this Change Order: $289,435.96
Increase of this Change Order (No. 1): $11,145.04
Contract Price incorporating this Change Order: $300,581.00
This resolution will approve Change Order No. 1 for a $11,145.04 increase
to the contract amount and will extend the contract completion date by
135 calendar days to February 28, 2011.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation: Approve
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Resolution No. 20-11
A Resolution Authorizing Change Order No. 1 (CCO#1) for
Airport Wildlife Fence Project, AIP #3-46-0005-023-2010
American Fence Company, Inc.
Be It Resolved by the City Council that the following change order be allowed for Airport
Wildlife Fence Project, AIP #3-46-0005-023-2010:
Construction Change Order Number 1
Add mechanical key pad lock for walk gate, add proximity readers and cards for electric
gates, deduct for reusing the existing REIL base, add boring for conduit under the
runway, add conduit for the control wire under the runway for the REILs, add conduit,
and add the connection of conduit to the junction cans for a total increase of
$11,145.04 to the contract.
Increase contract completion date by 135 calendar days to February 28, 2011.
Passed and approved this 8th day of January, 2011.
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST:
____________________________
Shari Thornes, City Clerk
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Second Readings / Public Hearings
11. Public hearing and action on Resolution No. 21-11, a Resolution of
Intent to lease the house at 2150 Derdall Drive.
To: Mayor and City Council Members
Jeff Weldon, City Manager
From: Mike Struck, Community Development Director
Re: Intent to Lease Real Property
The City is proposing a lease for the City-owned rental house located at
2150 Derdall Drive. Since this lease is in excess of $500 and 120 days, the
City Council is required to hold a public hearing to adopt a Resolution of
Intent to lease real property to a private person, which is referenced in the
following SDCL excerpts:
9-12-5.2. Powers - Lease to private person - Resolution - Notice -
Hearing - Authorization.
If the governing body decides to lease any municipally owned property to
any private person for a term exceeding one hundred twenty days and for
an amount exceeding five hundred dollars annual value it shall adopt a
resolution of intent to enter into such lease and fix a time and place for
public hearing on the adoption of the resolution. Notice of the hearing shall
be published in the official newspaper once, at least ten days prior to the
hearing. Following the hearing the governing body may proceed to
authorize the lease upon the terms and conditions it determines.
The lease with Jesse Nordbye and Candi Sumner will be in the amount of
$1,000.00 per month for a twelve month lease. The Notice of Public
Hearing was advertised one time ten days prior to the hearing as required.
This resolution will allow the City to enter into a twelve month lease
agreement with Jesse Nordbye and Candi Sumner for the rental house
located at 2150 Derdall Drive.
Staff Recommendation: Approve
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City Manager Recommendation: Approve
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Resolution No. 21-11
Resolution of Intent to Lease Real Property to Private Entity
Be It Resolved by the governing body of the City of Brookings, South Dakota that the City of
Brookings intends to enter into a Lease with Jesse Nordbye and Candi Sumner, for a period of
one year and pertaining to the following described property:
Lot One and the East Ten Feet of Lot Two in Block Thirteen of East Acres Second
Addition to the City of Brookings, County of Brookings, State of South Dakota;
Also known as: 2150 Derdall Drive
BE IT FURTHER NOTED, that a Public Hearing on this Resolution was held on this the 8th day
of February, 2011 at 6:00 o’clock P.M. at the City Council Chambers and that all persons were
given an opportunity to be heard on the intent to lease real property.
Passed and approved this the 8th day of February, 2011.
CITY OF BROOKINGS, SD
Tim Reed, Mayor
ATTEST:
Shari Thornes, City Clerk
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Second Readings / Public Hearings
12. Public hearing and action on a Temporary Liquor License request
for The Shamrock for events on 2/11, 2/16 and 2/17/2011.
The Shamrock has applied for a temporary liquor licenses for events on
2/11 (meeting), 2/16(meeting), and 2/17/2011(SD East River Golden Gloves
Qualifier). All documents have been filed with the City pertaining to
insurance and other licensing requirements.
Notice of Public Hearing
On Application for Temporary Liquor Licenses
NOTICE IS HEREBY GIVEN that the Brookings City Council in and for the City of
Brookings, South Dakota, on January 11, 2011, at 6:00 p.m. in the City Council
Chambers, 311 Third Avenue, City of Brookings, will meet in regular session to
consider a Temporary Liquor License for The Shamrock, 1104 22nd Avenue South for
2/11 (meeting), 2/16 (meeting), 2/17 (SD East River Golden Gloves Qualifier). NOTICE
IS FURTHER GIVEN that any person, persons of the attorney, may appear and be heard
at said scheduled public hearing who are interested in the approval or rejection of any
such application. Dated at Brookings, South Dakota, this 21st day of January, 2011.
Shari Thornes, City Clerk
Published 1 time at an approximate cost: $ .
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City Manager Recommendation: Approve
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Other Business
13. Discussion and possible action on recommendation from Ad Hoc
Parking Committee.
The ad hoc parking committee met several times over the past year and has
conducted substantial investigation of many issues relating to parking. They
concluded their work on January 18, 2011 with a series of five
recommendations for council action. Attached are the minutes of that
meeting, which further describe the recommendations. They are as follows:
1) Remove parking from city streets at night in the older parts of town (4th
Street to 8th Street and 12th Avenue to 16th Avenue) from November 15
to March 15 from midnight to 5:00 a.m.
2) Hire a parking attendant to give only parking tickets to vehicles illegally
parking in the congested areas of town.
3) Deny parking of boats, construction trailers, RVs, and large vehicles on
city streets.
4) Paint street markings for parallel parking areas on every street in the
City beginning with the most congested areas.
5) Instigate a parking permit system in Brookings. (NOTE: It was the intent of
the committee this item would be investigated further only as a last resort if all
other effective measures proved unsuccessful.)
The City Council can address these issues in any number of ways. The
Council can address these items together or separately; acting on some
immediately or requesting further study and detail on any one of them. I
would suggest Items (1) and (3) should also be reviewed by the Traffic Safety
Committee since their subject material is directly related to that of this
Committee. Since Traffic Safety addresses street issues related to safety as
well as parking, it would seem logical to refer them to this Committee. When
Traffic Safety has completed their review, the issues would return to the City
Council with recommendations from the Ad Hoc Parking Committee, Traffic
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Safety Committee, as well as staff. At that point, these issues would have been
significantly vetted.
Item (2) is going to occur anyway so there is no need to take action. The
Police Department budget has one part-time officer position whose primary
duties will be parking enforcement. This position fills in for an officer on
military leave so we need to return the officer to active patrol duty upon her
return. This will give us the opportunity to explore the feasibility of having
personnel resources devoted primarily to parking enforcement. However, it is
important to understand that in the overall scope of Police Department
resources, parking enforcement is among the lowest priorities; as well it
should be when considering the other calls to which they must respond.
Finally, it is important to acknowledge that each of these issues comes with a
cost. Whether it is paint, signage, or personnel for enforcement or painting,
our 2011 budget is adopted and any significant increase is service in these
areas will come with a corresponding increase in cost which means reductions
in other areas. Of course, some items such as a few signs or a few gallons of
paint for striping are incidental and do not pose a budgetary concern.
However, if the scope of the project is extensive, requiring a significant
number of signs or gallons of paint, the costs could be substantial.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation: Approve
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February 8, 2011
Parking Ad Hoc Committee
Brookings, SD
January 18, 2011
OFFICIAL MINUTES
Chairperson John Kubal called the Ad Hoc Parking Committee to order on Tuesday, January
18, 2011 at 3:00 PM in the Meeting Room at City Hall. Present were, Beverly Dobbs, Alan
Gregg, Brett Monson, James Weiss, and Kubal. Duane Bymers and Daryl Englund were absent.
City staff present were Planning and Zoning Administrator Dan Hanson, City Engineer Jackie
Lanning, and Community Development Director Mike Struck.
Item #1 – (Gregg/Dobbs) Motion to approve the agenda. All present voted aye. MOTION
CARRIED.
Item #2 – (Gregg/Wiess) Motion to approve the minutes of the November 23, 2010, meeting.
All present voted aye. MOTION CARRIED.
Item #3 – Discussion and Committee Recommendations – Kubal asked for discussion
on the committee recommendations to the City Council. He also asked the committee to think
about whether they thought it advantageous to establish a permanent parking committee. Kubal
suggested they discuss the five recommendations one at a time.
o 1. Take parking off the city streets at night in the older parts of town (4th Street to 7th
Street {changed to 8th Street} and 12th Avenue to 16th Avenue) from November 15 to
March 15 from midnight to 5:00 AM – Police Chief Jeff Miller said he felt this was
discriminatory as a certain area was targeted. Miller said he did not have the manpower
to enforce this issue. However, he said after tickets are written, people will catch on in
a few weeks. He added that some residents do not have off-street parking on their own
property. He felt that trying to solve one problem would just create another. Dobbs
said that all but a very few of the residents have off-street or alley access for parking.
She added that if the rentals were rented properly, this would not be as much of a
problem. Hanson added that the bigger the area, the more the cost is to the city. Gregg
agreed that people learn after a period of time when money is involved. He felt the
trouble spots should be concentrated on first. Gregg felt this item should be sent to the
City Council. Miller said years ago there were signs posted at the entrance to the city of
the parking ban. Hanson said now they would need two signs per block face. Wiess felt
the boundary should be 4th Street to 8th Street (instead of 7th Street) to include the
extended avenues in that area. The committee agreed.
o 2. Hire a parking attendant to give only parking tickets to vehicles illegally parked in the
congested areas of town - Chief Miller said he will be hiring a ½ time police officer to
work parking and traffic only. This officer will have the power of arrest and will work 19
hours a week. Miller said he has funding for this position for a few months and said he is
hoping the position will eventually fund itself. Gregg agreed this was a good idea as
chalking tires just doesn’t work. He suggested using technology, digital camera etc. The
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committee agreed to forward this to the City Council with the notation that action has
taken place on this item.
o 3. Deny parking of boats, construction trailers, RVs, and large vehicles on city streets –
Dobbs said these types of vehicles are stored not just parked on city streets causing
problems. Gregg stated the present ordinance allows them for 72 hours. Dobbs said
they should not be allowed at all. Lanning reminded the committee that this item
previously failed some time ago at the City Council level. Dobbs said the problem has
gotten worse the past couple of years. Gregg suggested sending it to the City Council
again. Wiess felt there should be exceptions granted for loading and unloading.
o 4. Paint street markings for parallel parking areas on every street in the City beginning
with the most congested areas – Kubal said that Duane Bymers had talked with Mr.
Gilmartin at Teen Challenge. They were wondering if the men at Teen Challenge could
help with the painting process. Gregg said the paint alone is very expensive. Dobbs
suggested that just painting back from the intersections would help. Hanson suggested
painting the curb instead of the pavement if painting would be done. Wiess said he has
never seen a town where there are painted markings on every street in the city. Gregg
added that it would need to be kept up by painting yearly. Wiess said SDSU spends
$40,000 in paint, and it takes three months to do the parking lots. Dobbs said ticketing
needs to be done for it to work. Lanning said that an ordinance already exists without
painting stripes. She felt it was not feasible in any way. Kubal felt forwarding it to the
City Council as a good idea but with the understanding that dollars would be a concern.
o 5. Instigate a parking permit system in Brookings – Dobbs said she would like to see if
taking cars off the streets would improve the parking conditions. If parking conditions
do not improve, then the permit system should be looked at. Gregg asked why no
“snow alert” was issued for our last snow storms. Lanning said that Street
Superintendent Koss Delfinis did not want to wait to begin cleaning the streets. He
wanted his staff to begin immediately. The Street Department staff worked 14 hours,
took some time off, and was back to work for another 14 hours. Struck reminded the
committee that the parking permit system should not be done for convenience. It
should only be implemented if the concerns are safety oriented. Dobbs said a parking
permit program could work very well if it is done correctly. She said it is a program
worth falling back on if other means do not work. Kubal said he is not convinced that it
is a safety issue. He felt it was more of a convenience issue.
Dobbs said she believed it to be a good idea to have follow-up committee meetings two
or three times a year. Chief Miller reminded the committee that there is already a Traffic Safety
Committee that deals with traffic safety issues. Lanning said these items (Traffic Safety
Committee items) are related to parking. Miller said items must be safety driven, and there is a
committee in place already that takes care of those issues. Miller said he would not recommend
a full time parking committee. Gregg said if it is needed, the committee can come back for a
meeting, but he believed it was time to dis-establish this committee. Kubal said the mayor can
re-establish the committee at another date.
Monson distributed laminated cards the size of a credit card to the members. It
contained the parking rules and regulations for the city of Brookings. The cards have seen
distributed to SDSU students. Gregg asked if SDSU students could receive a mass email on
parking issues. Monson said they are unable to mass email students. Struck agreed as they were
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not able to do it during the census process. Struck said the City has Facebook and Twitter
accounts with information. Kubal asked if information could be put in the Collegian. Monson
said yes, but not all students read it.
Kubal declared the Ad-Hoc Parking Committee dissolved. The items suggested will be
on the February 8, 2011 City Council agenda. He asked members to be present to support the
items.
The meeting was adjourned.
____________________________ _____________________
Diane M. Spencer, Secretary John Kubal, Chairman
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14. Adjourn.