HomeMy WebLinkAbout2011_10_11 CC PKT
Brookings City Council
Tuesday, October 11, 2011
5:00 p.m. Work Session
6:00 p.m. Regular Meeting
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. Presentation and Recommendations from Business Improvement District Board.
2. Proposed Amendments to the City of Brookings Governance and Ends Policies.
3. City Council Member Ex-Officio Reports.
4. Joint Powers Board members‘ Report.
5. City Council member introduction of topics for future discussion.
6. Review of Council Agenda, Invites and 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 stating 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 City Council minutes.
C. Action to cancel the November 8th City Council meeting.
D. Action on an I-1R Site Plan for Lot 1, Block 1, Foster Addition (1200 Block of
32nd Avenue).
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.
5. Items removed from Consent Agenda.
Open Forum/Presentations/Reports
6. Open Forum.
7. SDSU Student Senate Report.
Second Readings / Public Hearings
8. Ordinance No. 17-11: Pawnbrokers - An Ordinance Amending Article IV. of Chapter
26 of the Code of Ordinances of the City of Brookings and pertaining to regulation of
Pawnbrokers in the City of Brookings, South Dakota.
Action: Motion to approve, Request Public Comment, Roll Call
9. Public hearing and action on Resolution No. 116-11, a Resolution to Annex Lots C and
D, Christie Addition in the NW ¼ of Section 2-T109N-R50W; and Outlot C in the
NW ¼ of the NW ¼ of Section 2-T109N-R50W.
Action: Open and close public hearing, Motion to approve, Roll Call
Other Business
10. Discussion and action to approve cost share with the South Dakota Department of
Transportation for storm sewer on 6th Street between Highway 14 Diagonal and Main
Avenue.
Action: Motion to approve, Request Public Comment, Roll Call
11. Adjourn.
Brookings City Council
Tim Reed, Mayor
Jael Thorpe, Deputy Mayor & Council Member
Council Members Tom Bezdichek, John Kubal, Mike McClemans, Keith Corbett, Ope Niemeyer
Council Staff:
Jeffrey W. Weldon, City Manager
Steven Britzman, City Attorney
Shari Thornes, City Clerk
View the City Council Meeting Live on the City Government Access Channel 9.
Rebroadcast Schedule: Wednesday 1:00pm / Thursday 7:00pm / Friday 9:00pm / Saturday 1:00pm
The complete City Council agenda packet is available on the city website: www.cityofbrookings.org
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.
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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. Presentation and Recommendations from Business Improvement
District Board #1.
The Business Improvement District #1 Board of Directors will present
their recommendations for the plan of improvements within the district
boundaries. The Board consists of the following members: Lance Park,
Tom Richter, Tari Waterman, Deb Garbers and Bob Johnson.
The Business Improvement District #1 is an area consisting of non -
contiguous properties within the City of Brookings and comprised of all
hotels/motels with 25 or more rooms. The occupational tax is based on
rooms rented by a lodging establishment and may not exceed two dollar s
per occupied room per night.
A powerpoint presentation will be presented during the meeting.
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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. Proposed Amendments to the City of Brookings Governance and
Ends Policies.
Pursuant to our annual review of the Governance and Ends (G & E) Policy,
staff is recommending some technical corrections to the document;
especially in the area of finance. There have been a number of changes in
government auditing and accounting practices (GADB 54) which will
require us to modify some of our practices. Attached is the entire G & E
policy and with the amendments indicated by strikethroughs and new
language. City Finance Manager Rita Thompson will provide an overview
and explanation of the proposed changes.
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City of Brookings
Governance
and
Ends Policies
(Suggested changes 10/11/2011)
City of Brookings
October 11, 2011
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City of Brookings
Governance and Ends Policies
This document, established by the Brookings City Council, defines, protects,
and prioritizes the workings of City Government. It is the ongoing hope of the
Brookings City Council to lead the Citizens of Brookings in an ethical and
prudent manner, in the best interests of the citizens, looking to the future
rather than the past, as provided in the Mission Statement:
The City of Brookings is committed to providing a high quality of life for
its citizens, and fostering a diverse economic base, through innovative
thinking, strategic planning, and proactive, fiscally responsible municipal
management.
Table of Contents:
Governance Policies
Defining the Purpose of the City Council, City Manager, and all City Employees
1. Governance Process
1.1 Ownership of the Council
1.2 Council Role
1.3 Council Style and Vision
1.4 Council Action
1.5 Council Code of Conduct
1.6 Citizen Advisory Boards
1.7 Review and Update of Policies
2. Council-Staff Linkage
2.1 City Manager Role
2.2 Delegation to the City Manager
2.3 Monitoring Executive Performance
Ends Policies
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
1. Financial Stability
2. Municipal Services
3. Business Models
4. Economic Development
5. Employee Training and Development
6. Intergovernmental Cooperation and Relations
Appendix A: City Council Code of Ethics
Appendix B: Volunteer Code of Ethics
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October 11, 2011
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City of Brookings
Policy 1, Governance Process
Defining the purpose of the City Council, City Manager, and all City Employees:
1.1 Governance Process, Ownership of the Council – Key Performance Area
Governance Process is considered a key performance area by the Brookings City Council, and
appears in the Mission Statement as ―municipal management.‖
The Brookings City Council shall answer to, and take into consideration the best interests of,
all residents of the City of Brookings, both vocal and silent citizens, with respect paid to all
residents, regardless of their economic status. Since the City is ―owned‖ by the Citizens, the
Council‘s thinking shall be influenced by this ownership. Secondarily, the City Council shall
consider the needs of any person who regularly shops in, uses facilities of, or accesses services
from the City of Brookings.
1. The Council represents the Citizens. Therefore, it shall educate itself regarding the values
held by the persons it represents and shall act always under the influence of those values. The
Council‘s education may be facilitated by (a) formal and informal Citizen opinions; (b) formal
and informal focus groups to explore specific issues; (c) considering input by citizen volunteers
who participate on advisory boards, committees and commissions; (d) monitoring the demand
and utilization of services; (e) discussions with representatives from other governmental and
educational bodies; and (f) reviewing reports and citizen responses in the media.
2. The Council shall report periodically to the Citizens on its stewardship. At least once per
year, the Mayor shall give an accounting of the City‘s financial resources and the extent to
which these funds have been translated into services, in the State of the City message.
1.2 Governance Process, Council Role
The role of the Council, on behalf of the Citizens of Brookings, is to assure that the City of
Brookings (a) accomplishes what it should, and (b) avoids unacceptable activities and conditions.
1. The Council will engage in structured contact with citizens of Brookings to represent
their diversity.
2. The Council will define in Ends policies what is to be accomplished in terms of benefits,
recipients, and their relative priorities. It will define in Executive Limitations policies
those activities and conditions it considers unacceptable. The Council will delegate
performance on these matters to a City Manager.
3. The Council will carry out its job with discipline, emphasizing strategic rather than
short-term issues, policy rather than single events, and group rather than individual
decisions.
4. Whenever possible, the Council will avoid the use of committees that separate the
wholeness of the Council. When further research on a topic is needed, the Council
may appoint one member to investigate. However, the Council should avoid subgroups
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of Council members, since subgroups tend to develop a life separate from the Council
as a whole.
5. The annual cycle of the Council will conclude with a review of Ends policies, in April,
just prior to City Manager construction of a new annual plan and budget.
6. The Council shall honor all demands and restrictions outlined in the Brookings City
Charter.
1.3 Governing Process, Council Style & Vision
The Council will govern with an emphasis on (a) outward vision rather than an internal
preoccupation, (b) strategic leadership rather than administrative detail, (c) clear distinction of
Council and City Manager roles, (d) collective rather than individual decisions, (e) future rather
than past or present, and (f) proactively rather than reactivity. The Council will:
1. Deliberate in many voices, but govern in one.
2. Cultivate a sense of excellence. The Council will be responsible for excellence in
governing. The Council will be an initiator of policy, with the advice and counsel of the
City Manager.
3. Cultivate a sense of group responsibility. The Council will use the expertise of
individual members to enhance the ability of the Council as a body. However, it is not
the intention of the Council to defer the group‘s judgment to any one individual.
4. Direct, control and inspire the organization through the careful establishment of broad
written policies reflecting the Council's values and perspectives. The Council's major
policy focus will be on the intended long-term impacts outside the operating
organization, not on the administrative or programmatic means of attaining those
effects.
5. Enforce upon itself whatever discipline is needed to govern with excellence. Discipline
will apply to matters such as attendance, preparation for meetings, policymaking
principles, respect of roles, and ensuring the continuity of governance capability.
Continual Council development will include orientation of new members in the
Council's governance process and periodic Council discussion of process improvement.
The Council will allow no officer, individual or committee of the Council to hinder or
be an excuse for not fulfilling its commitments. In compliance with this policy, in May
2002 the City Council adopted a City Council Code of Ethics. It is attached to this
document as Appendix A.
6. Monitor and discuss the Council's process and performance at each meeting. Self-
monitoring will include comparison of Council activity and discipline to policies in the
Ends, Governance Process and Council-Staff Linkage categories.
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1.4 Governance Process, Council Action
The job of the City Council of Brookings is to achieve the mission in a prudent and ethical way.
The job of the Council is to make certain contributions which are unique to its public
trusteeship role and necessary for proper governance and management of the City.
Consequently, the "products" of the Council itself shall be:
A. Connection between the Council and its "ownership," the Citizens.
B. Written governing policies that concern:
a. Governance Process (how the Council carries out its task, and the passing of
power and measurement of its use).
b. Ends Policies (what benefits, for whom, at what cost), and Executive Limitations
(prudent and ethical limitations binding upon the staff).
C. The assurance of staff performance (through guidance and evaluation of the City
Manager).
1.5 Governance Process, Council Code of Conduct
Since Council members have no authority as individuals, members shall refrain from efforts that
may lead to situations in which a Councilperson might have occasion to overstep their bounds.
Although not every situation can be outlined, some common areas of concern include:
1. Staff being intimidated or manipulated by a Councilperson‘s individual comments or
actions. Council members must bear in mind that at times, staff may ask for an
individual opinion from a Council member, and while the Council member may
sincerely respond only as an individual, staff will often place undue emphasis on the
opinion, due to the Council member‘s status.
2. Staff being polarized by dissention. Although all Council members are obligated to
register differences of opinion on Council issues at the Council level as passionately
as desired, individual members must not direct their differences of opinion to staff in
a manner which creates dissension or polarization in the organization.
3. Since no one has the right to speak on behalf of the entire Council, individual
Council members are encouraged to conduct themselves in a professional manner in
all communications.
4. Members will not individually render binding judgments of the City Manager or staff
performance apart from compliance with Council policies as monitored by the
Council as a body.
1.6 Governance Process, Citizen Advisory Boards
The Council values the expression of citizen viewpoints on topics of concern to the Council.
Therefore, the Council will continue the tradition of seeking input from volunteer citizen
advisory boards and committees, although final responsibility for decisions, and the
implementation that follows, rests entirely with the Council. The Council reminds staff that the
ideal purpose of citizen involvement is not to advance staff agendas, but to seek objective
opinions from a diverse range of citizens.
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Guideline A:
The Council will make every effort to offer overall direction and guidelines to citizen
volunteers, through the use of Council Ends Policy statements, and by reviewing the mission
and need for each citizen advisory board and committee on an annual basis. During the annual
review:
1. The Council will determine if the need for a citizen advisory board or committee
justifies continuation of the board or committee. If continuation is justified, proceed to
#2.
2. The Council will make an effort to determine the most effective use of citizen
volunteers, with a primary decision being the length of service for each board and
committee. The Council believes citizen input will be more likely objective and updated
if the advisory board or committee is kept in an ad hoc (short-term) format. However,
the Council recognizes that some complex issues require citizen involvement for a
longer period in order to be effective.
3. Unless otherwise specified by the Council, the City Manager will coordinate the
activities and reporting functions of all citizen advisory boards and committees.
4. The City Manager will base his guidance of citizen advisory boards and committees on
Ends Policies established by the Council.
5. The Mayor, with advice and consent of the Council, will make all appointments to
citizen advisory boards and committees.
6. Upon recommendation of the City Manager, the Council may approve the creation of
ad hoc committees to assist the City Manager or his staff.
7. In compliance with this policy, in May 2002 the City Council adopted a Volunteer Code
of Ethics. It is attached to this document as Appendix B.
Guideline B:
The Council directs all staff to review relevant Ends Policies with citizens upon their
appointment to an advisory board or committee. The Council asks staff to be as objective as
possible in educating and presenting options to citizens, since the purpose of advisory boards
and committees is not only to hear from citizens, but to increase citizen involvement, loyalty,
and creativity toward their City.
1. The Council asks the City Manager to create and regularly update an orientation packet
for each new volunteer that includes relevant Ends Policies.
2. The Council asks staff to review this orientation packet with each potential volunteer,
prior to their appointment, emphasizing this very policy (Policy 1.6), and asking for a
citizen signature on the line that indicates understanding of this policy.
3. Staff will provide regular summaries of citizen committee work to the Council.
1.7 Governance Process, Review and Update of Policies
The Council will review all policies (including Governance, Council-Staff Linkage, Ends, and
Executive Limitations) during the first quarter of each year, although the Council may also
review and update any policy at any time deemed prudent and necessary by the Council. The
Council expects immediate adjustment by the City Manager to any policy change instituted by
the Council.
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City of Brookings
Policy 2, Council-Staff Linkage
Defining the purpose of the City Council, City Manager, and all City Employees:
2.1 Council-Staff Linkage, City Manager Role
As the Council's single official link to the operating City government, the City Manager's
performance will be considered to be synonymous with organizational performance as a total.
Consequently, the City Manager's job contributions can be stated as performance in these, but
not limited to:
1. City government accomplishment of the provisions of Council policies within the Policy
Governance Model, especially Ends Policies, but also including Governance Process, and
Council-Staff Linkage policies.
2. City government operation within the boundaries of prudence and ethics established in
Council policies on Executive Limitations.
2.2 Council-Staff Linkage, Delegation to the City Manager
All Council authority delegated to staff is delegated through the City Manager, so that all
authority and accountability of staff--as far as the Council is concerned--is considered to be the
authority and accountability of the City Manager.
1. The Council will direct the City Manager to achieve certain results, for the citizens, at a
certain cost, through the establishment of Ends policies. The Council will limit the
latitude the City Manager may exercise in practices, methods, conduct, and other
"means" through the establishment of Executive Limitations within those policies.
2. As long as the City Manager uses any reasonable interpretation of the Council's Ends
and Executive Limitations policies, the City Manager is authorized to establish all further
policies, make all decisions, take all actions, establish all practices, and develop all
activities.
3. The Council may change its Ends and Executive Limitations policies, thereby shifting the
boundary between Council and City Manager domains. By doing so, the Council
changes the latitude given to the City Manager. Council members will respect and
support the City Manager‘s decisions and choices, whenever made pursuant to existing
Council Policies.
4. Only decisions of the Council acting as a body are binding upon the City Manager.
5. In the case of Council members, citizen advisory committees, or others, requesting
information or assistance without Council authorization, the City Manager may turn to
the Council for guidance, especially when such requests will require an inordinate
amount of staff time or funds, or are disruptive to the efficient operation of the City.
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2.3 Council-Staff Linkage, Monitoring Executive Performance.
Monitoring executive performance is synonymous with monitoring organizational performance
against Council policies on Ends and on Executive Limitations. Any evaluation of the City
Manager‘s performance, formal or informal, may be derived only from these monitoring data.
This policy places the burden of measuring success on two pivotal points: well-defined Ends and
Executive Limitation policies, and accurate measurements. Without well-defined policies and
accurate measurements, the point of monitoring performance is lost. The Council recognizes
the need to insulate the City Manager‘s role from performance reviews that rate personality
rather than performance.
1. The purpose of monitoring is simply to determine the degree to which Council policies
are being fulfilled. Information which does not do this will not be considered
monitoring. Monitoring will be as automatic as possible, using a minimum of Council
time so that meetings can be used to create the future rather than to review the past.
2. A given policy may be monitored in one or more of three ways:
a. Internal report: Disclosure of compliance information to the Council from
the City Manager.
b. External report: Discovery of compliance information by an objective party
who is selected by and reports directly to the Council. Such reports must
assess executive performance only against policies of the Council, not those
of the external party unless the Council has previously indicated that party's
opinion to be the standard.
c. Direct Council inspection: Discovery of compliance information by a Council
member, or the Council as a whole. This is a Council inspection of
documents, activities or circumstances directed by the Council which allows
a "prudent person" test of policy compliance.
3. The Council recognizes that, at times, non-compliance with a policy may be necessary
and prudent in the short term. However, in order to monitor the performance of the
City, and to modify policies that need improvement, the Council must be constantly
aware of compliance issues. The Council expects monitoring and reporting compliance
or non-compliance to be the City Manager‘s highest priority. To promote regular
monitoring, the Council asks the City Manager to follow these guidelines:
a. All Ends and Executive Limitations statements will be monitored and
compliance will be formally announced by the City Manager to the Council
on a quarterly basis.
b. Any non-compliance will be reported immediately, at the next Council
meeting, if not before, and non-compliance will then be monitored on a
monthly basis, until compliance is reestablished, or the policy is changed.
4. During the first quarter of each year, the Council will institute a formal evaluation of the
City Manager. This evaluation will consider only monitoring data as defined here, as it
has appeared over the intervening year.
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City of Brookings
Ends Policy 1, Financial Stability
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Financial Stability – Key Performance Area
Financial stability is considered a key performance area by the Brookings City Council, and
appears in the Mission Statement as ―fiscally responsible municipal management.‖
One of the duties of the City Manager is the development of a process that keeps the Council
aware of upcoming budgetary needs and requests, so that the Council may aid in the creation
of ongoing budget priorities. Good stewardship requires the Council to discern what is in the
best interests of the citizens, and budget accordingly.
Therefore, budgeting for any fiscal period or the remaining part of any fiscal period shall not
deviate materially from Council Policies as established in key performance areas, or other City
Council policies. The City Manager is therefore prohibited from budgeting or spending that:
1. Lowers the City‘s bond rating;
2. Lowers the pledged revenues collected by the City in the last preceding fiscal years as
determined by the City to not less than 1.75 times the annual principal and interest
requirements on the outstanding bonds with a goal to maintain a 2 times coverage.
3. Violates Federal, State, or Municipal laws; ethical standards; and generally accepted
accounting and budgeting principles.
In addition, the City Manager may not bypass Council judgment to allow budgeting that:
1. Allows expenditures to exceed revenues, including the contingency as an expenditure;
2. Increases the property tax rate;
3. Includes capital expenditures that have not been previously approved by the Council; in
a Capital Improvement Plan or other council action;
4. Causes the City to incur new debt;
5. Increases operating expenses (meaning personnel and capital excluded) in any
department beyond inflation using at least a rolling six month average of the Midwest
Consumer Price Index;
6. Provides for employee compensation and benefits that exceed market standards;
Guideline A:
With respect to budget preparations, the City Manager shall stay within the confines of what
constitutes a conservative perspective, as it is the Council‘s intention to:
1. Make conservative revenue projections using the previous five-year average as a
benchmark, with an emphasis on the previous year actual and current year actual.
Projections using current data should not be made with less than 6 months rolling actual
data.
2. Provide valuable citizen services;
3. Lighten the debt load of the City;
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4. If a property tax rate is justified only because of state limitations, a special reserve will
be created.
5. The City has established the policy that financial, service and program performance
measures be developed and used as an important component of decision making and
incorporated into governmental budgeting. The City encourages all departments to
utilize performance measures. At a minimum, performance measures should be used to
report on the outputs of each program and should be related to the objectives of each
department. Performance measures should:
a. Be based on program objectives that tie to the City Council‘s goals and program
mission or purpose;
b. Measure program results or accomplishments;
c. Provide for comparisons over time;
d. Measure efficiency and effectiveness;
e. Be reliable, verifiable and understandable;
f. Be reported internally and externally;
g. Be monitored and used in decision-making processes; and
h. Be limited to a number and degree of complexity that can provide an efficient
and meaningful way to assess the effectiveness and efficiency of key programs.
Guideline B:
In addition, as the City Manager assumes his duties, the Council requests that the City Manager
keep information flowing to the Council, especially concerning plans relating to consolidation or
expansion of any City departments. Therefore, the City Manager may not consolidate or
expand any City Department without first informing the Council of the intended action.
Guideline C:
With respect to reserve funds the City Manager‘s overall budgetary goal will be to present a
budget that allows for reasonable reserve creating options for the Council. The City Manager
may not bypass Council judgment to allow budgeting that:
1. Lowers the General Fund Reserve below a 3-month operational level:
a. The 3-month calculation shall be based upon General Fund expenditures, derived from
the previous year‘s Audited Financial Statement. The reserve amount shall reflect the
targeted reserve amount, deficiencies below the targeted reserve amount and any
discretionary funds available above the targeted reserve amount.
b. General Fund reserves may be used at the Council‘s discretion to address temporary
cash-flow shortages, emergencies unanticipated economic downturns, one-time
opportunities and capital needs related to buildings, structures and vehicles used
specifically in the operation of the General Fund. They provide flexibility to respond to
unexpected opportunities that may help the City achieve its goals.
The funds identified in ―b‖ above may be used at the Council‘s discretion to address
temporary cash flow shortages, emergencies, unanticipated economic downturns, and one-
time opportunities. They provide flexibility to respond to unexpected opportunities that
may help the City achieve its goals.
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2. Lowers the following funds below the following:
a. The Industrial Development fund – a cash flow reserve of 10% and a capital reserve of
90% funded with revenue from the sale of industrial lands with a minimum of $500,000
in capital reserve.
b. The Special Assessment fund – a reserve based on an annual analysis of current
development and future needs.
c. The Storm Drainage fund - a cash flow reserve of 20% of annual revenues and a capital
reserve based on the capital improvement plan with a minimum of 80% of annual
revenues from the previous year.
The City of Brookings establishes and will maintain reservations of Fund Balance, as defined
herein, in accordance with Governmental Accounting and Financial Standards Board Statement
No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. This Policy shall
only apply to the cities governmental funds. The fund balance information is used to identify
the available resources to repay long-term debt, reduce property taxes, add new governmental
programs, expand existing ones, or enhance the financial position of the City, in accordance
with policies established by the City Council. Fund Balance shall consist of five categories: non-
spendable, restricted, committed, assigned and unassigned amounts.
a. Non-spendable Fund Balance– Amounts that are not in a spendable form (such as
inventory) or are required to be maintained intact.
b. Restricted Fund Balance – Amounts that can be spent only for the specific purposes
stipulated by external resource providers, or enabling legislation. Restrictions may be
changed or lifted only with the consent of the resource providers.
c. Committed Fund Balance- Amounts that can be used only for the specific purposes
determined by a formal action of the City Council. Commitments may be changed or
lifted only the City Council taking the same formal action that imposed the constraint
originally.
d. Assigned Fund Balance-Amounts the City intends to use for a specific purpose.
e. Unassigned Fund Balance- The residual classification for the general fund and includes
amounts that not contained in the other classifications. Unassigned amounts are the
portion of fund balance which is not obligated or specifically designated and is available
for any purpose.
The City Manager is directed to use first the restricted resources, prior to the use of the
unrestricted resources, when an expense is incurred for purposes for which both restricted
and unrestricted funds are available. When expenditures are incurred for purposes for which
amounts in any of the unrestricted fund balance classifications can be used, committed amounts
should be reduced first, followed by assigned amounts and the unassigned amounts.
City Council hereby directs the City Manager to establishes and maintain the following
committed fund balance:
a. Fiscal Stabilization Arrangement-A minimum of 10 percent of the General Fund
beginning adopted appropriations (expenditure budget) should be incrementally
established and maintained for use in meeting unanticipated needs and/or emergencies.
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I. Use of Stabilization Fund Balance-The amount shall be used only after all efforts
have been exhausted to fund unanticipated needs and/or emergencies, such as
would occur in event of a natural disaster. Once the City Manager or his/her
designee has determined that it is necessary to draw down fund balance, written
communication should be provided by the City Manager to the City Council,
explaining the nature of the unanticipated need and/or emergency and requires
approval by a two-thirds vote of the Council. The Stabilization Fund Balance
may not be used for more than two consecutive years.
II. Replenishment of Stabilization Fund Balance-If the reserves are drawn down
below the minimum required level of 10 percent, then a budgetary plan shall be
implemented by the City Manager to return the reserve to a minimum 10
percent level in no more than a 5 year period. The City Manager will report the
progress of the replenishment to the Council in the annual budget.
III. Funding of Stabilization Fund Balance-Proceeds from the sale of City owned
surplus property and any other funds identified in the budget will be used to
increase the reserve. Interest earnings will be applied on the reserve balance
each fiscal year until replenished to the minimum required level.
The City Council directs the City Manager to establish annually the Assigned Fund Balance by
identifying at the close of each fiscal year, subject approval of the City Council, funds identified
in the annual budget and any revisions thereto to provide for differences, if any, between
budgeted revenues and expenditures for a specific purpose; however, before expenditure,
amounts must be appropriated by the City Council.
Council options for further reserves include:
a. Transfer to increase the reserve of another fund that is not at the established target;
b. To finance un-funded necessities of the previous year‘s budget reductions;
c. To pay off debt with a portion of the reserve;
d. To finance the expansion of City services;
e. To offer property tax, or other tax relief.
Other governmental funds are not addressed as they exist primarily to ensure and demonstrate
compliance with limitations on the use of existing dedicated revenues and that they were
expended for their intended purposes. Capital project funds would be spent out at the end of
the project.
Guideline D:
The use of one-time revenues will be guided by this policy. Examples of one-time revenues
include: infrequent sales of assets, bond refunding savings, infrequent revenues from
development, and grants. These revenues may be available for more than one year (a three-
year grant), but are expected to be non-recurring. Examples of expenditures for which the
City may wish to use one-time revenues include startup costs, stabilization (to cover
expenditures that temporarily exceed revenues), early debt retirement, and capital purchases.
City of Brookings
October 11, 2011
17
The City Manager will not bypass Council judgment in making use of one-time revenue. In
utilizing one-time revenue, the City Manager will carefully analyze and minimize the need for
ongoing expenditures.
Guideline E:
Capital expenditures will be planned each year in a five-year capital improvement plan. The
annual budget will provide a separate accounting of capital expenditures in each department.
The city manager should plan major projects with an estimated expenditure and with sources of
funding identified. The general fund expenditures for furniture, equipment, and buildings is
expected to fluctuate, but an average of 10% of the total general fund expenditures is expected,
this includes the amount funded by the 25% 2nd Penny funds.
Guideline F:
Upon the City Council‘s adoption of an annual budget and five year capital plan that is
presented in accordance with Guidelines A through E, the City Manager assumes responsibility
for ensuring compliance with the budget as an established City Council Policy. This includes
expenditure control, and program and service delivery within that budget.
Minor deviations are tolerable and encouraged to maintain cost control and deliver quality
services. Examples of minor deviations are variances of purchases and costs between line items
in a budget, changes in programs and services resulting in cost savings or without cost, the use
of grants that do not cause future costs, and the purchases of minor equipment. This list is not
exhaustive.
Major deviations require notification and sometimes-prior approval by the City Council.
Examples of major deviations include the use of the contingency fund, program eliminations or
additions, the use of cash instead of debt when debt was planned, changes in the capital
improvement plan, and change orders in capital projects. This list is not exhaustive.
To facilitate a budget that can respond to changing needs, the City Council will approve a
contingency fund for the City Manager to utilize at his/her discretion. Examples of uses for the
City Manager‘s contingency fund include: unbudgeted training opportunities for staff; purchases
of software, hardware, and small equipment that was unbudgeted; one-time expenditures to fill
a major position vacancy; one-time expenditures requested by outside entities; and
emergencies in general. The Manager would be expected to make an effort to avoid utilizing
the contingency.
The City Manager will report compliance or deviations from this Guideline for Financial Stability
on a quarterly basis.
Guideline G:
Budgets for Enterprise Funds will be prepared by the City Manager with a goal of providing
quality services and sustaining a maximum return to the General Fund on a long-term basis. A
return on assets (ROA) will be calculated on an annual basis. Net Assets serve over time a
useful indicator of a government‘s financial position. Within the annual financial statement the
City Manager will annually provide a management discussion and analysis of business type funds
and the changes in net assets.
City of Brookings
October 11, 2011
18
Guideline H: Appropriation and Subsidy Policy & Guidelines
Purpose. The purpose of this policy is to establish guidelines and criteria regarding the
allocation and use of municipal subsidies within the City of Brookings. These guidelines shall be
used in processing and reviewing applications requesting municipal subsidy assistance.
Protecting the financial interest is of the City of Brookings is of the utmost importance, so it is
the intent of the city to provide a minimum amount of municipal subsidies, as well as other
incentives that the City may deem appropriate, for the shortest term required for the project
to proceed.
The City reserves the right to approve or reject projects on a case-by-case basis, taking into
account established policies, specific project criteria, and demand on city services in relation to
the potential benefits to be received from a proposed project.
Meeting policy guidelines or other criteria does not guarantee the award of municipal subsidies.
Furthermore, the approval or denial of one project is not intended to set precedent for
approval or denial of another project.
Whenever possible, it is the City‘s intent to coordinate the use of municipal services with other
local governing bodies and taxing jurisdictions.
Objective of Municipal Subsidies. The City of Brookings is committed to providing a high quality
of life for its citizens and fostering a diverse economic base through innovative thinking,
strategic planning, and proactive, fiscally responsible municipal management.
To fulfill this commitment, the Brookings City Council will closely examine its goals and the
goals of its city departments to identify outcomes that will meet the standards as outlined in the
mission statement above.
The Council also recognizes that its support of programs and services outside the scope of its
city departments may be necessary to fulfill the commitment and achieve the desirable quality of
life for its citizens. As a matter of policy, the City of Brookings will consider using municipal
funds to assist in the following areas, but are not limited to, opportunities in the areas of:
Affordable Housing
Arts & Culture
Youth Development
Diversity
Economic Development
Education & Literacy
Environment
Government Stewardship
Health
Parks, Recreation & Open Spaces
Partnerships
Preservation/ History
Safety
City of Brookings
October 11, 2011
19
Transportation/Transit
The Brookings City Council may choose to annually allocate a specified funding amount for a
specific category, regardless of the number of applicants for that particular programming area.
General Guidelines for the Allocation of Municipal Subsidies. The City of Brookings may allocate up
to four (4) percent of the annual General Fund expenditures to subsidize community needs and
programs. The City‘s current and projected financial health and stability will be the key
deciding factor in determining its ability to provide funds to outside organizations.
In addition, the Council will consider a number of factors as defined in the City‘s Funding
Application when making this decision. A key factor will be the applicant‘s ability to provide a
service or outcome that improves the quality of life for the citizens of Brookings. The applicant
must also provide a ―but for‖ analysis which demonstrates the need for public assistance.
Other factors include the applicant‘s ability to become self-sustaining, the duration of the
funding commitment, and operating verses capital requests.
Municipal subsidy will not be used for projects that would place extraordinary demands on city
infrastructure and services.
Request for donations or subsidies from individuals, religious or political groups based out of
the City of Brookings will not be considered.
Request for donations or subsidies from qualified organizations outside of the funding timeline
will not be considered.
General Guidelines for Subsidies. The Brookings City Council evaluates program-funding
proposals on an annual basis for funding in the following calendar year. The City‘s fiscal year is
January 1 to December 31. Proposals must be submitted to the City Clerk in accordance with
the budget cycle schedule and proposal format outlined below. Requests may only be made
during this period of time. Completed applications must be received on or before June 1st of
each given year.
Following, a review by the City Manager and Finance Manager, the application shall be referred
to the City Council for further consideration during the annual budget meetings.
Organizations applying for a donation or subsidy must submit a completed Application for
Funding along with a detailed description of the project; a preliminary site plan; the amount
requested; the duration of the funding request; the public purpose of the project; verifiable
funding sources and uses; and a ―but for‖ analysis which demonstrates the need for public
assistance. Additional documents that may be required include the organization‘s current
expense statement and budget, Board of Directors listing, current Annual Report, and all other
items specified in the City of Brookings Application for Funding.
Budget Hearing Process. Brookings City Council budget meetings are held in the months of
August and September. All budget meetings are open to the public. Applicants may or may not
City of Brookings
October 11, 2011
20
be invited to make a presentation on their funding proposal. Applicants are encouraged to
attend all budget meetings to remain informed during the process. Applicants should be
prepared to answer questions based on the application. Final action on the budget occurs at
the last Council meeting in September.
Brookings School District Subsidies. Appropriation of public funds can be set aside for specific
purposes which promote the City of Brookings mission and the local quality of life within the
City of Brookings. Brookings Municipal Utilities transfers funds each year to the General Fund
as a means to keep city property taxes at a low level for the citizens of Brookings. The City of
Brookings may annually appropriate not less than 13.5% up to 15% of the transfer from the
Brookings Municipal Utilities to the Brookings School District.
Economic Development/Promotions Subsidies. A subsidy from the 3rd B Fund shall meet the
requirements of the SD State Statute 10-52-8*. Funds will be appropriated from the 3rd B Fund
to entities with the capacity to promote and advertise the city, its facilities, attractions, and
activities. In any fiscal year, the City may require the unencumbered funds be returned to the
City 3rd B Fund.
Subsidy Agreement and Reporting Requirements. The City of Brookings requires all recipients of
municipal funds to enter into appropriate agreements that identify the reason for the subsidy,
the public purpose served by the subsidy, subsidy payment schedule, final the specific
performance measurements to be attained, and final reporting on outcomes. Failure to provide
final reporting of funds and all other required reports will make applicant ineligible for future
subsidies.
The City has established the policy that financial, service and program performance measures
be developed and used as an important component of decision making and incorporated into
governmental budgeting. The City encourages all departments to utilize performance
measures. At a minimum, performance measures should be used to report on the outputs of
each program and should be related to the objectives of each department.
The performance measurements should:
1. Be based on program objectives that tie to the City Council‘s goals and program mission
or purpose;
2. Measure program results or accomplishments;
3. Provide for comparisons over time;
4. Measure efficiency and effectiveness;
5. Be reliable, verifiable and understandable;
6. Be reported internally and externally;
7. Be monitored and used in decision-making processes; and
8. Be limited to a number and degree of complexity that can provide an efficient and
meaningful way to assess the effectiveness and efficiency of key programs.
All agreements and reports shall be timely prepared and filed with the City Clerk. Failure to
comply with any of these requirements may result in the revocation of the requested subsidy as
City of Brookings
October 11, 2011
21
well as fines, repayment requirements, and a determination that the organization is ineligible for
future municipal subsidies for a period of years.
* Applicable State Statute:
10-52-8. Additional tax on lodgings, alcoholic beverages, prepared food, and admissions -- Purposes --
Conformance with state sales and use tax. Notwithstanding the tax rate limitations of §10-52-2 or 10-52-2.1, any
municipality may impose an additional municipal non-ad valorem tax at the rate of one percent upon the gross
receipts of all leases or rentals of hotel, motel, campsites, or other lodging accommodations within the municipalit y
for periods of less than twenty-eight consecutive days, or sales of alcoholic beverages as defined in §35-1-1, or
establishments where the public is invited to eat, dine, or purchase and carry out prepared food for immediate
consumption, or ticket sales or admissions to places of amusement, athletic, and cultural events, or any
combination thereof. The tax shall be levied for the purpose of land acquisition, architectural fees, construction
costs, payments for civic center, auditorium, or athletic facility buildings, including the maintenance, staffing, and
operations of such facilities and the promotion and advertising of the city, its facilities, attractions, and activities.
Such taxes shall conform in all respects to the state sales and use tax on such items with the exception of the rate.
City of Brookings
October 11, 2011
22
City of Brookings
Ends Policy 2, Municipal Services
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Municipal Services – Key Performance Area
Municipal Services is considered a key performance area by the Brookings City Council, and
appears in the Mission Statement as ―providing a high quality of life for citizens.‖
The City Council deems City Services, along with fiscal management, as the highest priorities of
the City Manager and City Employees. There is no more important function of City
Government than to serve the Citizens of Brookings in a friendly, effective manner.
For this document, the City Council defines Municipal Services as Life Safety (police and fire),
and Functional Services (all other departments).
Guideline A:
In terms of Life Safety, involving the police and fire departments, the City Manager will:
1. In emergency situations, uphold the decisions made by the fire or police chief;
2. Maintain personnel at established baselines;
3. Provide appropriate equipment to maximize safety of personnel;
4. Enforce ordinances and laws;
5. Not allow situations to develop that may raise insurance rates for citizens or for the
City;
6. Maintain the budget in such a way that will not lower the quality of services.
Guideline B:
In terms of Functional Services, which include all departments of the City other than Life Safety,
the City Manager will:
1. Repair infrastructure in a timely manner;
2. Increase services while forecasting benefits;
3. Expand department budgets only while documenting baselines;
4. Approve changes that fall within the long-term plan;
5. Be intolerant to waste or inefficiency of any kind; Continually strive to improve
operational efficiencies;
6. Be intolerant to poor service by City Employees; Establish, model, and enforce the
highest standards of exceptional customer service from city employees;
7. Enforce ordinances and laws;
8. Document ongoing citizen satisfaction and performance reviews for services provided;
9. Provide support and guidance for staff when they are forced to work outside of their
expertise;
10. Seek opportunities to share facilities with other entities;
11. Anticipate foreseeable needs;
12. Use foresight in developing services;
13. Deliver services in a timely and quality manner;
14. Consider citizen complaints;
15. Emphasize a user-friendly approach;
City of Brookings
October 11, 2011
23
16. Apply technology whenever beneficial.
Guideline C:
The City of Brookings has unique enterprise operations including the Solid Waste Fund,
Disposal (landfill), the Solid Waste Collection, the Edgebrook Golf Course, the Research and
Technology Center, the Liquor Retail Store, and the Liquor Override. In terms of enterprise
operations the City Manager will:
1. Comply with Guideline B;
2. Review the Return on Assets (ROA) on an annual basis. The Return on Assets will be
calculated comparing the net profit to the total assets of each enterprise operation. Net
profit will be calculated using the total revenue of each enterprise including the sales of
services or goods, interest, rents, sale of fixed assets, and miscellaneous income minus all
expenses including depreciation, but excluding the General Fund transfer expense. Total
assets will include long-term assets and current assets, but not restricted cash controlled by
other entities (such as grants, closure funds, etc.).
2. Net Assets are an indicator of a financial position. The financial position of an enterprise
fund can be tracked over time to assess whether a funds financial health is improving or
deteriorating.
The City Manager will report annually to the City Council a comparison of the net assets
for the two most recent audited fiscal years for the above enterprise funds listed in
Guideline C.
3. In addition the Liquor Fund‘s annual report will be presented annually comparing the net
profit as the net asset report includes both the operating agreement income and the retail
income.
3. Compare, as a percentage, the General Fund Transfer to the gross revenue of each
enterprise operation on an annual basis;
General Fund Transfer Comparison, Item #3
Total
Year Landfill Collections Liquor Retail Override
2000 13.2% 6.6% 6.1% 4.6% 7.3%
2001 14.0% 6.7% 5.9% 4.4% 7.1%
2002 29.2% 12.4% 6.5% 5.1% 7.8%
Return On Assets, Item #2
Year Landfill Collections Liquor Retail
2000 10.3% 26.5% 14.8%
2001 10.7% 35.4% 14.0%
2002 8.7% 16.5% 15.6%
City of Brookings
October 11, 2011
24
4. Compare the enterprise operations against other similar government operated enterprises
in the state of South Dakota every two years. However, a description of the uniqueness of
the enterprise operations must accompany the comparisons, which may include:
a. Services provided
b. Service area
c. Fees charged
d. General Fund Transfers (if any)
e. Total gross revenue generated
f. Source of funding for capital expenditures (revenues, grants, second penny sales tax,
general fund, loans, etc.)
Redwood
Brookings Marshall, MN Falls, MN
Comparison of
Operations
~~2002~~ ~~~2001~~~ ~~2002~~
Population 18,500 12,023 4,859
Retail Sales 2,157,279 2,777,370 1,119,481
Override Sales 2,952,863 0 0
Net Profit/Retail 119,606 436,371 80,753
Transferred/Retail 110,773 301,230 25,000
Net Profit/Override 232,580 0 0
Transferred/Override 221,547 0 0
5. Calculate earnings ratio on an annual basis; (sales of goods or services minus expenses
including depreciation, but excluding the General Fund transfer; divided by sales of goods
and services times 100)
Earnings Ratio, Item #5
Total
Year Landfill Collections Liquor Retail Override
2000 28.9% -31.8% 6.1% 4.6% 7.7%
2001 28.3% -6.0% 6.1% 4.6% 7.8%
2002 22.8% -11.9% 6.9% 5.5% 7.9%
6. Review a five year Capital Improvement Plan (CIP) on an annual basis. The CIP must list the
capital outlays and source of funds, including demonstrating that needed capital reserves are
maintained so that the enterprises are being operated in a stable financial manner.
Each department prepares a Five-year CIP on an annual basis.
City of Brookings
October 11, 2011
25
City of Brookings
Ends Policy 3, Business Models
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Business Models, (Long Range Planning, Customer Satisfaction, Productivity and
Process Improvement)--Key Performance Areas
Operation of the City under a business model, emphasizing long range planning, customer
satisfaction, and productivity and process improvement, is considered a key performance area
by the Brookings City Council, and appears in the Mission Statement as ―innovative thinking and
strategic planning.‖
The City Council chooses to import models and practices not only from government, but just
as importantly, from innovative business models. In other words, the Council wants the City,
whenever possible and prudent, to operate with similar systems and attitudes adopted by any
successful business. Some of the major themes the Council chooses to emphasize are:
1. Benchmarking. The Council wants to constantly compare City performance with other
cities and other departments; to be sure Brookings is operating in not only an efficient,
but creative and innovative manner. The Council is aware that Brookings is unique—at
times, the City‘s emphasis and direction will, and should, differ considerably from other
cities. However, information about best practices from other communities will always
help the Council make better choices.
2. Continuous improvement. The Council expects measurements of performance to
challenge the status quo, through the use of continuous improvement processes. Since
the needs of our citizen customers are constantly changing, so should our practices.
3. Goal-setting. The Council expects specific goals to challenge each City Department.
4. Accountability. The Council expects the City Manager to hold City Employees to
standards that demand excellence. ―Good enough‖ is not an acceptable standard.
5. Customer satisfaction. The Council expects the City to institute a form of
measurement to gather and monitor customer satisfaction.
City of Brookings
October 11, 2011
26
City of Brookings
Ends Policy 4, Economic Development
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Mission Statement - The City of Brookings is committed to providing a high quality
of life for its citizens, and fostering a diverse economic base, through innovative
thinking, strategic planning, and proactive, fiscally responsible municipal
management.
Economic Development – Key Performance Area
Economic Development and expansion is considered a key performance area by the Brookings
City Council, and appears in the Mission Statement as ―fostering a diverse economic base.‖
The Council understands and intends to emphasize the importance of a healthy economy in
Brookings and the surrounding area. For the entire community a healthy economy is critical to
a high quality of life. Because of its great importance, there are many entities involved in
economic development in Brookings. As the City is a significant funding source for much of the
economic development efforts in Brookings it is the Council‘s intention to spend economic
development dollars in the wisest most productive manner possible.
The City Council‘s desired End is to have an economy that is healthy and growing with enough
economic activity to support and fund public services. Toward that end, some overall
indicators, expressed as ends, have been identified:
A. The property tax base is growing.
B. Sales taxes are increasing.
C. Retail, Commercial, and Industrial buildings are not vacant.
D. There are employment opportunities.
E. There are competitive wages.
Having developed some overall Ends, following are more specific Ends to provide guidance to
both the City Council and the City Manager.
1. City Government is prepared for economic development opportunities.
a) 20 5% of the annual revenue of 75% - 2nd Penny Sales & Use Tax are reserved un-
obligated 75%-2nd Penny dollars are set aside for future economic development
opportunities until a $1 million dollar committed fund balance is achieved. A
strategic plan will be developed to replenish the committed fund balance should it
fall below the minimum committed fund balance of $1 million dollars.
b) One time sales of land will be added to the committed fund balance for future land
purchases for industrial and economic development.
c) The City Manager is designated as the primary contact from city government for
economic development inquiries.
d) City government, through its City Manager, acts as a facilitator for cooperation
amongst the various economic development entities.
City of Brookings
October 11, 2011
27
e) There is adequate land available for future Industrial and Commercial development.
f) BEDC has an Action Plan with Committees in place to foster economic
development, create opportunities, and react to opportunities.
2. Economic development entities are working cooperatively and collaboratively.
a) A comprehensive economic development strategy exists.
b) Economic development entities, the Growth Partnership Board, the BEDC, the DBI,
and the Chamber meet with the city manager on a regular basis and report to the
City Council on a regular basis.
c) There is an excellent relationship between economic development entities and the
Governor‘s Office of Economic Development.
d) The BEDC is the primary host. There is a will be a planned, cooperative effort for
all ―hostings‖.
3. Economic development efforts are conducted with an emphasis on the community‘s
assets.
a) The growth and expansion of existing Brookings industries and retail is the primary
target for increased employment and economic growth.
b) SDSU students and SDSU Colleges are viewed as potential partners to targeted
businesses and industries. A business or industry closely related to a field of study
at SDSU can profit from the use of a quasi-professional/professional work force
willing to work part-time and eventually full-time, the knowledge base held within an
SDSU college, and other partnerships with SDSU.
c) The City will partner with the innovation campus at SDSU.
4. The land around the Swiftel Center/Ice Arena is developed to enhance and complement
the existing land use in the area.
5. Tourism is bringing outside money to the community.
a) Quality events and promotions occur frequently.
b) There is an events coordinator and an emphasis on filling the summer months with
activities. Hotel rooms are full.
c) ―3rd Penny‖ tax receipts are increasing.
d) Sales tax receipts are directly impacted by events.
e) Facilities (Ice Arena, Swiftel Center, Sports Fields, Performing Arts Center, Wellness
Center) are used at capacity.
f) Promotion dollars leverage significant visitor spending.
g) The community accepts a plan for the broadening of the tax base for promotional
uses.
6. Tourism entities are working cooperatively and collaboratively.
a) A comprehensive promotion strategy exists.
b) City Government acts as a facilitator for cooperation among the various tourism
entities.
7. Business Improvement District #1 ―Pillow Tax‖ is bringing outside money to the community.
City of Brookings
October 11, 2011
28
a) Conferences, conventions, meetings occur frequently.
b) The CVB aggressively recruits and promotes activities with an emphasis on filling
week days with activities and increase week day overnight stays.
c) Facilities are maintained, expanded to remain competitive in the market.
d) BID Tax ―Pillow Tax‖ funds leverage significant visitor spending.
e) The Board of Directors appointed by the City Council annually prepares and
updates plan reporting improvements for the district area for City Council approval.
f) The City Council shall assign 10% of the annual revenue from the ―Pillow Tax‖ until
such time a minimum of $100,000 is assigned and maintained for the specific purpose
of cash flow.
8. The Research and Technology Center operates to facilitate the start-up and continued
health of agricultural and research commercial based business and industry. Businesses
and organizations placed in the Center are agricultural research and technology based.
A specific policy guides the management of the Research and Technology Center.
9. Because the State of South Dakota provides local control of the number of liquor
licenses allowed in a City, there are ample liquor licenses available for future
development of amenities the traveling and visiting public desires. The City of
Brookings has a policy to guide the distribution of licenses (operating agreements).
10. The cost for tourism and promotion will not exceed the sum of the ―3rd Penny‖
revenues raised annually to $300,000.
11. The cost of economic development activities fluctuate based on the need and projects
proposed.
12. The City Council has considered predevelopment agreements with large retail
developments.
City of Brookings
October 11, 2011
29
City of Brookings
Ends Policy 5, Employee Training and Development
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Employee Training and Development—Key Performance Area
Employee Training and Development is considered a key performance area by the Brookings
City Council, and appears in the Mission Statement as ―proactive, fiscally responsible municipal
management.‖
The Council values City of Brookings employees as emissaries to the world. With this in mind,
the work environment for employees shall be one in which employees are appreciated, and
encouraged to grow and expand their skills. Compensation and benefit packages will promote
excellence, within the safest possible working conditions. The goal of training shall be to
provide tools to assist staff to exceed management and customer expectations.
Deviations from the below stated guidelines must be reviewed and approved by the Council.
Guideline A:
Training shall equip employees with the attitudes and behaviors necessary to achieve
excellence. Based on this guideline, training shall:
1. Commence immediately upon hiring, and continue throughout the career of the
employee, providing specific tools for optimal performance and productivity;
2. Emphasize continuous improvement of employees and processes;
3. Enhance an employee‘s opportunity for promotion;
4. Emphasize customer service;
5. Focus on effective technological practices.
Guideline B:
Compensation Ranges will be objectively determined by the City Manager in accordance with
this policy. Research shall compare compensation and benefits with those of other public
entities with whom the City may compete for qualified employees, along with private sector
organizations that have similar positions in the surrounding area.
Infrequently, full market surveys may be required to evaluate and implement necessary
modifications to the City‘s pay system. Full market surveys that might require the services of a
consultant to evaluate the City‘s compensation levels will be completed only upon
recommendation of City Manager and approval by the Council.
The organizations to be included in the market research for non-exempt positions will consist
of other public sector entities primarily in South Dakota, as well as private sector organizations
in the local region, as appropriate, that have similar positions. For management and
professional positions, the market will include many of the organizations previously identified,
plus similarly sized cities in surrounding states that the city would compete with for applicants
City of Brookings
October 11, 2011
30
as identified by the City Manager. It is not intended that the market will include significantly
larger South Dakota cities, such as Sioux Falls and Rapid City, unless the market conditions
clearly suggest the need to do so.
In order to ensure that there is consistency in the methodology used when determining the
compensation ranges and benefits, the City Manager will follow the guidelines below:
In addition to infrequent full market surveys, periodic checks of benchmark positions will be
completed as directed by the City Manager to monitor and maintain the City‘s compensation
program. To maintain compensation levels that are comparable to market, the City Manager
will identify and select benchmark positions and organizations to survey on a timetable
appropriate to upcoming budget year. Efforts will be made to survey the same or like
organizations as in the previous survey unless an exception to this policy can be justified.
In order to maintain the internal equity of the compensation system, the Job Factor Evaluation
System adopted by the City will be used for all job classification reviews. The job evaluation is
not intended to provide a specific value for a position; rather it is intended to provide an
assessment of the ―relative‖ value of a position to the organization, compared to other
positions. The following criteria defined in the Job Factor Evaluation will be used in evaluating
the internal equity placement of City positions:
1. Scope of Supervision – Factor measures both the level of supervision required as well as
the number of individuals supervised.
2. Job knowledge – Factor measures the extent and nature of knowledge required to
perform the duties of the position.
3. External Contacts – Factor measure the nature and frequency of external contacts.
4. Decision Making – Factor measures the level of decision-making and independent
thought required.
5. Job Complexity – Factor measures level of analytical ability required in the position and
the complexity of typical situations faced.
6. Physical Working Conditions – Factor measures nature of physical working
environment and frequency in which employee typically works in that environment.
7. Exposure to Hazards – Factor measures employee‘s typical exposure to health and
physical dangers and frequency of such exposure.
The pay grades and pay ranges will remain consistent and uniform as follows.
1. The bargaining unit will have established pay grades with ranges of 21.7% and a six
percent differential between each grade. The pay grades will be determined based on
position title, specific duties involved, and job factor evaluation system.
2. The management group will also have established pay ranges of 35% Pay ranges will be
established by position title, specific duties involved, and job factor evaluation system.
The non-union/non-management will be placed on a similar pay system with ranges of
21.7%. There is also in place for management exempt employees a pay for performance
system which is administered by the City Manager based on budgeted funds to provide
recognition to management staff for their additional contributions, achievements and
service to the City of Brookings over the past year.
City of Brookings
October 11, 2011
31
3. For the police bargaining the Council will have pay grades with ranges of 21.7% with
exceptions with less than 21.7% ranges to minimize overlap.
A combination of the data collected on the identified benchmark positions and the job factor
evaluation system will be used to place each City position at appropriate pay grades in the City
of Brookings Pay Plan Schedules. By using both the market survey data and the job factor
evaluation, the City will have a pay system that is within market and reflects the City of
Brookings organization.
The Council will not assume an obligation to automatically increase pay ranges without
justification. Justification will rely on a review of the Midwest CPI and specific salary date
received/obtained from sources as determined appropriate by City Manager. The purpose of
this process is to develop a pay system that is fair and within market and to provide a process
that is consistent and reproducible.
In summary, this policy provides further definition to the following Council policy. It is the
intent of the Council for compensation to:
1. Be commensurate with individual productivity within the market range;
2. Be systematic, with defined ranges, with consistent span in the pay ranges where feasible
using the median of the maximum rate of pay of surveyed positions as a benchmark;
3. Be used as a reward and motivation to achieve excellence;
4. Be attractive to top candidates;
5. Be adequate to retain top performers;
6. Exceed standards only when justified by exceptional performance;
7. Emphasize the use of reward bonuses over pay increases.
8. Be structured, when appropriate, to allow staff attrition to maintain market rates.
City of Brookings
October 11, 2011
32
City of Brookings
Ends Policy 6, Intergovernmental Cooperation and Relations
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Intergovernmental Cooperation and Relations—Key Performance Area
Intergovernmental Cooperation and Relations is considered a key performance area by the
Brookings City Council, and appears in the Mission Statement as ―providing a high quality of life
for citizens…through innovative thinking and strategic planning.‖
The Council wishes to coordinate efforts with other governmental bodies, to mutual benefit,
whenever possible. The Council hopes to continue to work closely with any governmental
body seeking to serve the best interests of the Citizens of Brookings in a more integrated
manner.
Staff must remember their importance in establishing and maintaining rapport with scores of
governmental agencies and groups. At times, one staff person is the only representative of
Brookings to encounter a given government official and regardless of the size or length of the
interaction, the Council hopes staff conducts themselves in a manner that would be the pride of
Brookings.
Though too numerous to mention every governmental body, examples of governmental bodies
that the Council wishes to coordinate efforts with include (not in order of importance):
Federal, State, County, University, School District, Cities with home rule, other Cities, and
Municipal League.
City of Brookings
October 11, 2011
33
Amendments
May 13, 2002 – City Council approved the City Council Code of Ethics as Attachment A and
the Volunteer Code of Ethics as Attachment B
November 27, 2002 – Amended Ends Policy 2, Municipal Services, to add Guideline C for
enterprise funds
May 27, 2003 – Amended Economic Development Policy
January 11, 2005 – Amended Financial Stability Ends Policy
May 8, 2007 – Amended Policy 1, Governance Process; Policy 2, Council-Staff Linkage; Ends
Policy 1, Financial Stability; Ends Policy 2, Municipal Services; Ends Policy 4, Economic
Development; Ends Policy 5, Employee Development and Training.
April 29, 2008 – Amended Ends Policy 1, Financial Stability, adding Guideline H: Appropriation
and Subsidy Policy & Guidelines
City of Brookings
October 11, 2011
34
City of Brookings Governance and Ends Policies - Appendix A
City Council Code of Ethics
Approved May 13, 2002
The mayor and council are responsible for making policy decisions for the community. The City
Council provides vision, direction and leadership to the community and the organization. The City
Council further represents the Brookings Community with other governmental entities and officials.
In order to maintain and enhance public trust and confidence in our local government, to achieve
equity and social justice, to affirm human dignity, and to better the quality of life for residents of
Brookings the members of the City Council dedicate themselves to the stewardship of the public
trust and therefore embrace the following ideals, seeking to:
Uphold constitutional government and the laws of the city of Brookings;
Conduct public and private life as to be an example for my fellow citizens;
Be mindful of my neutrality and impartiality, rendering equal service to all and to extend the
same treatment I wish to receive myself;
Abstain from voting when a conflict of interest exists in accordance with the Brookings City
Charter, Section 7.01 (a) Conflicts of Interest provision;
Be tolerant, respectful and attentive. Avoid comments, body language or distracting activity that
conveys a message of disrespect for the presentations from citizens, staff or colleagues;
Maintain and respect the confidentiality of private and confidential information;
Attend all regular and special meetings, including briefings, and public functions where my
presence is expected;
Be prepared by reading all documents pertaining to an issue in advance of the above mentioned
meetings or event;
Be an active and attentive participant;
Be professional in both appearance and manner; and
Read, comprehend and comply with local, state, and national governmental guidance, directives,
regulations and ordinances pertaining to my position.
It is the policy of the City of Brookings to uphold, promote, and demand the highest standards of
ethics from all its Council members. Brookings Council members shall maintain the utmost
standards of personal integrity, truthfulness, honesty, and fairness in carrying out their public duties,
avoid any improprieties in their roles as public servants including the appearance of impropriety, and
never use their city position or powers for improper personal gain.
The code of ethical behavior will govern members of the City Council. City Council members are
encouraged self-monitor their behavior and offer constructive recommendations to fellow Council
members if necessary. As a member of the City Council, I accept these ideals and policy, and pledge
to do in the interest and purposes for which our government has been established.
Date Signature
City of Brookings
October 11, 2011
35
City of Brookings Governance and Ends Policies - Appendix B
City of Brookings Volunteer Code of Ethics
Approved May 13, 2002
Volunteer advisory boards, committees and commissions provide a very important service to the City of
Brookings. Members of volunteer boards, committees and commissions are often the first and only contact an
individual might have with city government. In order to maintain and enhance public trust and confidence in
our local government, to achieve equity and social justice, to affirm human dignity, and to better the quality of
life for residents of Brookings the members of volunteer boards and committees dedicate themselves to the
stewardship of the public trust and therefore embrace the following ideals, seeking to:
Uphold constitutional government and the laws of the city of Brookings;
Conduct public and private life as to be an example for my fellow citizens;
Abstain from voting when a conflict of interest exists in accordance with the Brookings City Charter, Section
7.01 (a) Conflicts of Interest provision;
Be mindful of my neutrality and impartiality, rendering equal service to all and to extend the same
treatment I wish to receive myself;
Be tolerant, respectful and attentive. Avoid comments, body language or distracting activity that conveys
a message of disrespect for the presentations from citizens, staff or colleagues;
Maintain and respect the confidentiality of private and confidential information;
Attend all regular and special meetings, including briefings, subcommittee meetings and public functions
where my presence is expected;
Be prepared by reading all documents pertaining to an issue in advance of the above mentioned meetings
or event;
Be an active and attentive participant;
Be professional in both appearance and manner; and
Read, comprehend and comply with local, state, and national governmental guidance, directives,
regulations and ordinances pertaining to my position.
It is the policy of the City of Brookings to uphold, promote, and demand the highest standards of ethics from
all its appointed officials. Brookings City officials shall maintain the utmost standards of personal integrity,
truthfulness, honesty, and fairness in carrying out their public duties, avoid any improprieties in their roles as
public servants including the appearance of impropriety, and never use their city position or powers for
improper personal gain.
The code of ethical behavior will govern members of all City of Brookings boards, committees and
commissions. Volunteers are responsible to self-monitor their behavior. Concerns regarding a volunteer‘s
behavior should be reported to the City Manager. Deviation from this Code of Ethics may result in removal
from the Board.
As an appointed official, I accept these ideals and policy, and pledge to act in the interest and purposes for
which our government has been established.
Date Signature
City of Brookings
October 11, 2011
36
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. 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 Niemeyer
2. Council Member Corbett
Brookings Health Systems Board:
1. Council Member Kubal
2. Council Member McClemans
City of Brookings
October 11, 2011
37
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. Joint Powers Board Council Members’ 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
City of Brookings
October 11, 2011
38
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. 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.
City of Brookings
October 11, 2011
39
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.
6. Review of Council Agenda, Invites and Obligations.
Date
Day Event &
Brief Description
Time Location / Town /
Address / Directions
October 14 Friday
City of Brookings
Employee Recognition
Event
6:00 p.m. Swiftel Center
October 15 Saturday
Pre-Game Reception
Hall of Fame / Senior
Day
12:00 - 1:30 p.m. President‘s Tent
October 19 Wednesday Delta Chi Dinner 6:00 p.m. Delta Chi House
(Highway 14 Bypass)
October 22 Saturday Pre-Game Reception
Dakota Marker Day 12:00 - 1:30 p.m. President‘s Tent
October 25 Tuesday Council Meeting 5:00 p.m. Council Chambers
November 5 Saturday Hobo Day Parade 8:30 a.m. staging
9:30 a.m. parade TBD
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
January 10 Tuesday Council Meeting 5:00 p.m. Council Chambers
January 18 Wednesday Brookings Day in
Pierre Pierre
January 24 Tuesday Council Meeting 5:00 p.m. Council Chambers
February 7 Tuesday Rib Dinner with your
Legislator Kings Inn, Pierre
February 8 Wednesday Municipal Government
Day Pierre
February 14 Tuesday Council Meeting 5:00 p.m. Council Chambers
February 28 Tuesday Council Meeting 5:00 p.m. Council Chambers
City of Brookings
October 11, 2011
40
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 City Council minutes.
C. Action to cancel the November 8th City Council meeting.
D. Action on an I-1R Site Plan for Lot 1, Block 1, Foster Addition (1200 Block of 32nd
Avenue).
Motion to Approve, Request Public Comment, Roll Call
5. Items removed from Consent Agenda.
Open Forum/Presentations/Reports
6. Open Forum.
7. SDSU Student Senate Report.
Second Readings / Public Hearings
8. Ordinance No. 17-11: Pawnbrokers - An Ordinance Amending Article IV. of Chapter 26 of the
Code of Ordinances of the City of Brookings and pertaining to regulation of Pawnbrokers in the
City of Brookings, South Dakota.
Action: Motion to approve, Request Public Comment, Roll Call
9. Public hearing and action on Resolution No. 116-11, a Resolution to annex Lots C and D,
Christie Addition in the NW ¼ of Section 2-T109N-R50W; and Outlot C in the NW ¼ of the
NW ¼ of Section 2-T109N-R50W.
Action: Open and close public hearing, Motion to approve, Roll Call
Other Business
10. Discussion and action to approve cost share with the South Dakota Department of
Transportation for storm sewer on 6th Street between Highway 14 Diagonal and Main Avenue.
Action: Motion to approve, Request Public Comment, Roll Call
11. Adjourn.
City of Brookings
October 11, 2011
41
CONSENT AGENDA #4
4. Action to approve the following Consent Agenda Items: *
A. Action to approve the agenda.
B. Action to approve City Council minutes.
C. Action to cancel the November 8th City Council Meeting.
D. Action on an I-1R Site Plan for Lot 1, Block 1, Foster
Addition (1200 Block on 32nd Avenue).
*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 of Brookings
October 11, 2011
42
CONSENT AGENDA #4
B. Action to approve City Council Minutes.
The draft August 19th and September 27th Brookings City Council minutes
are enclosed for Council review and approval.
City of Brookings
October 11, 2011
43
Brookings City Council
August 19, 2011 (unapproved)
The Brookings City Council held a special meeting on Friday, August 19, 2011 at 8:00 a.m., at
City Hall with the following members present: Mayor Tim Reed, Council Members John Kubal,
Mike McClemans, Tom Bezdichek, Ope Niemeyer, Jael Thorpe and Keith Corbett. City Attorney
Steve Britzman, City Manager Jeff Weldon and City Clerk Shari Thornes were also present.
Resolution No. 109-11. A motion was made by Kubal, seconded by Corbett, to approve
Resolution No. 109-11, a Resolution authorizing the City Manager to enter into a Lease
Agreement with the Government of the United States of America. No public comment. All
present voted yes; motion carried.
Resolution No. 109-11 - Resolution Authorizing City Manager to enter into a Lease Agreement
with the Government of the United States of America
Be It Resolved by the governing body of the City of Brookings, South Dakota that the City of
Brookings authorizes the City Manager to negotiate and enter into a Lease with the
Government of the United States of America, for a period of two months and automatically
renewable on a month-to-month basis thereafter and pertaining to the following described
property: Research & Technology Center, 803-811 32nd Avenue.
Adjourn. A motion was made by Reed, seconded by Kubal, to adjourn. All present voted yes;
motion carried. Meeting adjourned at 8:08 a.m.
CITY OF BROOKINGS
ATTEST: Tim Reed, Mayor
Shari Thornes, City Clerk
City of Brookings
October 11, 2011
44
Brookings City Council
September 27, 2011 (unapproved)
The Brookings City Council held a meeting on Tuesday, September 27, 2011 at 5:00 p.m., at City
Hall with the following members present: Mayor Tim Reed, Council Members John Kubal, Mike
McClemans, Tom Bezdichek, Ope Niemeyer, Jael Thorpe (left at 6:00 p.m. and returned at 6:30
p.m.) and Keith Corbett. City Attorney Steve Britzman, City Manager Jeff Weldon and City
Clerk Shari Thornes were also present.
Consul General of Mexico for South Dakota. Ana Luisa Fajur, Consul General of Mexico for
South Dakota, gave a brief presentation about her role as the representative of the government
of Mexico in North and South Dakota, Minnesota, and northern Wisconsin.
Brookings Municipal Liquor Store. The City Council discussed the continued operation of the
Municipal Liquor Store. McClemans presented options previously considered before the Liquor
Store moved to its current location. Other topics/issues discussed included the following: Are
there reasons to do something different; consideration of additional locations; review of
current location lease terms; and ways to improve the override. There was consensus to hold
a special two-hour retreat on the BMLS issue only. Meeting to be held in the City Council
chambers on an ―off‖ Tuesday commencing at 5:00 p.m. The following background information
was requested: public input options--satisfaction survey options (website); estimated
replacement costs for land and building; standard industry margins; consultant reports and labor
costs.
Future Discussion Topics. McClemans distributed correspondence pertaining to governance.
A motion was made by McClemans, seconded by Corbett, to schedule at a future work session,
a review of points provided by Larry Fjeldos regarding staff and volunteer board involvement
related to governance. McClemans, Thorpe, Niemeyer and Corbett voted yes; Reed,
Bezdichek and Kubal voted no; motion carried.
Thorpe left meeting at 6:00 p.m.
REGULAR MEETING. Consent Agenda. A motion was made by Kubal, seconded by Corbett,
to approve the consent agenda:
A. Action to approve the agenda.
B. Action to approve the August 3rd and September 13th Council minutes.
C. Action on Resolution No. 115-11, setting the Unit Financial Charge for 2012 Storm
Drainage Fees.
Resolution No. 115-11 - Setting the Unit Financial Charge for 2012 Storm Drainage Fees
Whereas, Chapter 72, Section 72-1 (b), of Code of Ordinances for the City of Brookings,
provides for setting the unit financial charge of Storm Drainage, by Resolution.
Now, Therefore, Be It Resolved that the unit financial charge shall be .00054 for Storm
Drainage purposes.
D. Action to abate the drainage fee for Medary Lutheran Synod Church Cemetery.
City of Brookings
October 11, 2011
45
E. Action on the following volunteer board appointments: Human Rights Committee: Rebecca
Deinart (term expires 1/1/2013); Brookings Committee for People who have Disabilities:
Geoffrey Graff (term expires 1/1/2012); Park & Recreation Board SDSU Student
Representative: Brittany Kleinsasser (term expires 5/1/2012). .
On the motion, all present voted yes; motion carried.
Resolution No. 118. A motion was made by McClemans, seconded by Bezdichek, to approve
Resolution No. 118-11, a Resolution authorizing change orders for the Joint City/County
Government Center. All present voted yes; motion carried.
Resolution No. 118-11 - A Resolution Authorizing Change Orders for the Joint City-County
Government Center
Whereas, Brookings City and County have jointly agreed to construct and operate an
intergovernmental center, and
Whereas, the City Council of the City of Brookings and the County Board of Commissioners
of Brookings County have mutually executed construction contracts, and
Whereas, the Joint Powers Board has recommended the approval of 3 change orders to-date
constituting an aggregate increase in the project of $17,514; and that the County Board has
forthwith approved such change orders: 1) Extension of electrical service for a future remote
backup generator, American Electric Construction, $6,017; 2) Waste piping modification for
the cooling tower, Krier and Blain, Inc., $5,892; 3) Bullet-resistant fiberglass panels, Clark Drew
Construction, $5,605.
Be It Resolved by the City Council that the change orders itemized and herewith described on
the attached Modification Log be allowed for the Joint City-County Government Center.
Resolution No. 117-11. A motion was made by Niemeyer, seconded by Kubal, to approve
Resolution No. 117-11, a Resolution authorizing Change Order No. 1, Final (CCO#1 Final) for
2010-05 SSI Southland Lane Detention Pond Project. All present voted yes; motion carried.
Resolution No. 117–11 - Resolution Authorizing Change Order No. 1 (CCO#1 Final) for
2010-05SSI Southland Lane Detention Pond Project, Rounds Construction, Inc.
Be It Resolved by the City Council that the following change order be allowed for 2010-05SSI
Southland Lane Detention Pond Project: Construction Change Order Number 1: Adjust the
contract quantities to final as-built quantities for a decrease of $3,118.93 to the contract.
Ordinance No. 17-11. A first reading was held on Ordinance No. 17-11: Pawnbrokers - An
Ordinance Amending Article IV. of Chapter 26 of the Code of Ordinances of the City of
Brookings and pertaining to regulation of Pawnbrokers in the City of Brookings, South Dakota.
Public Hearing: October 11, 2011.
City of Brookings
October 11, 2011
46
Ordinance No. 16-11. A motion was made by Kubal, seconded by Corbett, to approve
Ordinance No. 16-11, the 2012 Budget Ordinance, an Ordinance appropriating Monies to Fund
the necessary expenditures and liabilities of the City of Brookings for the 2012 Fiscal year and
providing for the Annual Tax Levy and Annual Tax for all Funds. All present voted yes; motion
carried.
TABLED ITEM: Video Lottery Application. A motion was made by Kubal, seconded by
McClemans, to remove from the table the following June 14th motion: ―A motion was made by
Thorpe, seconded by Bezdichek, to reconsider the video lottery action for Gas ‗N Mor.‖ On
the motion to reconsider May 24th approval. All present voted yes to remove reconsideration
motion from the table. A motion was made by McClemans, seconded by Kubal, to approve a
Video Lottery application for Gas ‗N Mor, 606 6th St., Brookings Developers, Inc., Lots 5-7,
Block 11, Second Addition.
Public Hearing: Jeromy Pankratz, attorney representing Lyle Prussman, spoke in favor of the
request, requested church representatives on the Council to abstain, noted this was the last
license available under the current ordinance, and reviewed state statutes pertaining to criteria
when issuing malt licenses and video lottery (location, proximity to other license holders, type
of business and manner of operation, minors, safety). Thorpe returned at 6:30 p.m. Sherry Fuller
Bordywk, Jeannette Bare and Beth Wilcock spoke against the proposal citing proximity to
minors and safety concerns.
On the motion, Bezdichek, Kubal and McClemans voted yes; Corbett, Niemeyer, Reed and
Thorpe voted no; motion failed.
Bike Lane Proposal. SDSU Student Association representatives presented a revised bike lane
proposal for council consideration. They recommended the following: removal of parking and
the subsequent striping of bike lanes on 1) 8th Street North from 16th Avenue to 20th Avenue,
continuing South on 20th Avenue to 6th Street, 2) 8th Street North from 7th Avenue to Western
Avenue and 3) 11th Street North from Medary Avenue to 3rd Avenue.
Public Comments: Rob Rasmussen spoke in favor. Jody Owen, Mark Penner and Todd Struwe
spoke against.
A motion was made by Reed, seconded by Corbett, to remove parking from Medary Avenue to
Main Avenue on 8th Street with Sunday exceptions near church at staff discretion; on 11th Street
from Medary Avenue to 3rd Avenue; on 8th Street (north side) from 16th Avenue to 20th Avenue;
on 20th Avenue from 6th Street to 8th Street; and bagging for some events at staff discretion. All
present voted yes; motion carried.
Resolution No. 119-11. A motion was made by Corbett, seconded by Kubal, to approve
Resolution No. 119-11, a Resolution authorizing State Water Plan Application and related
Grant/Loan Applications, Nelson 5th Detention Pond Project. All present voted yes; motion
carried.
Resolution No. 119-11 - Resolution Authorizing State Water Plan Application and related
Grant/Loan Applications (Nelson 5th Addition Detention Pond Project)
City of Brookings
October 11, 2011
47
Submittal of Applications for Infrastructure Financing
Whereas, the City of Brookings has determined a need for a drainage improvement project in
the Nelson 5th Addition; and
Whereas, financial assistance will be necessary to enable the City to construct this project; and
Whereas, the South Dakota Department of Environment and Natural Resources provides
grants and low-interest loans to eligible applicants for financing water, wastewater, and storm
water infrastructure projects.
Now, Therefore Be It Resolved: 1) The City of Brookings hereby authorizes the filing of a
State Water Plan and grant and/or loan applications with the South Dakota Department of
Environment and Natural Resources, including all understandings and assurances contained
therein, to fund its drainage improvement project. 2) Be it further resolved, that the City of
Brookings hereby authorizes the City Manager to act as Project Certifying Officer in
connection with the applications, grant and/or loan agreements, and other required forms, and
to provide such additional information as may be required by the South Dakota Department of
Environment and Natural Resources.
Resolution No. 120-11. A motion was made by Niemeyer, seconded by Kubal, to approve
Resolution No. 120-11, a Resolution authorizing State Water Plan Application and related
Grant/Loan Applications, Camelot Square Drainage Improvement Project (aka Hammond Ave.
& Horner Ave. Project). All present voted yes; motion carried.
Resolution No. 120-11 - Resolution Authorizing State Water Plan Application and related
Grant/Loan Applications, Camelot Square Drainage Improvement Project (Hammond Avenue &
Horner Avenue) Submittal of Applications for Infrastructure Financing
Whereas, the City of Brookings has determined a need for a drainage improvement project in
the Camelot Square Addition; and
Whereas, financial assistance will be necessary to enable the City to construct this project; and
Whereas, the South Dakota Department of Environment and Natural Resources provides
grants and low-interest loans to eligible applicants for financing water, wastewater, and storm
water infrastructure projects.
Now, Therefore Be It Resolved: 1) The City of Brookings hereby authorizes the filing of a State
Water Plan and grant and/or loan applications with the South Dakota Department of
Environment and Natural Resources, including all understandings and assurances contained
therein, to fund its drainage improvement project. 2) Be it further resolved, that the City of
Brookings hereby authorizes the City Manager to act as Project Certifying Officer in
connection with the spplications, grant and/or loan agreements, and other required forms, and
to provide such additional information as may be required by the South Dakota Department of
Environment and Natural Resources.
City of Brookings
October 11, 2011
48
Drainage Project Number Four. Shannon Schultz, Civil Design Inc., presented
recommendations to improve the storm water sewer system in Storm Water Project No. 4,
which is in the area of Hammond and Horner Avenues in the Fairgrounds Addition and Squire
Court in the Camelot Square Addition. They began their analysis in the fall of 2010 after
repeated flooding in this area. They also analyzed the drainage basin of Parkway Boulevard,
which contributes a significant amount of storm water flows to the study area. Civil Design Inc.
staff and City Engineer Jackie Lanning met throughout the summer with a number of property
owners along the areas where storm sewer pipe would require easements and reconstruction
on private properties. Lanning updated the Council on the adjacent downstream project, which
is a detention pond located in Nelson 5th Addition on the east side of Medary Avenue between
15th Street South and 20th Street South. No action was taken.
BraVo‘s Liquor Operating Agreement. Thorpe recused herself from the dias. The City Council
reviewed the status and terms of the liquor operating agreement for BraVo‘s, 610 Medary
Avenue, Kip and Michelle Pharis, owners. The owners are requesting removal of the
temporary status on the BraVo‘s Agreement and without further investment cost.
City Attorney Britzman provided the Council with the following options: 1) Terminate the
temporary operating and enter into an operating agreement of whatever duration up to the five
year with five year renewal; 2) Issue an operating agreement for a shorter duration, or 3)
Terminate the operating agreement and issue a restaurant license. It was clarified the current
agreement expires Friday, September 29, 2011. He noted that scheduling action for a future
council meeting would be appropriate.
A motion was made by Reed, seconded by Bezdichek, to extend the current operating
agreement for thirty (30) days. On the motion, all present voted yes; motion carried.
Thorpe returned to the dias.
Capital Improvement Plan. A motion was made by Kubal, seconded by Bezdichek, to approve
the Five Year Capital Improvement Plan for the City of Brookings. All present voted yes;
motion carried.
Adjourn. A motion was made by Corbett, seconded by Kubal, to adjourn. All present voted
yes; motion carried. Meeting adjourned at 8:58 p.m.
CITY OF BROOKINGS
ATTEST: Tim Reed, Mayor
Shari Thornes, City Clerk
City of Brookings
October 11, 2011
49
CONSENT AGENDA #4
C. Action to cancel the November 8th City Council Meeting.
The City Council meeting originally scheduled for November 8th is being
cancelled due to the National League of Cities Conference. State law
requires official Council action to schedule or cancel a meeting.
City of Brookings
October 11, 2011
50
CONSENT AGENDA #4
D. Action on an I-1R Site Plan for Lot 1, Block 1, Foster Addition
(1200 Block of 32nd Avenue).
Applicant: GHP Systems, Inc.
Proposal: Establish a manufacturing operation in a restricted industrial
district
Background: This property was recently annexed, zoned, and platted. It is
located between 32nd Avenue on the east and I-29 on the west. The land
was previously used for agricultural purposes except for an old shelterbelt
along the south side.
Specifics: The site contains 12 acres. A 36,000 square foot manufacturing
facility with an attached office and separate cold storage and maintenance
shop would be constructed initially. A future expansion of the
manufacturing facility is also shown on the plan. The building design will be
a metal sided and roofed Foltz building.
Access drives and parking are centered between the buildings. Two (2)
accesses are planned in order to separate truck traffic from employee
traffic. A storage yard is planned for the west side of the lot. The site will
have perimeter tree plantings.
Recommendation: The Planning Commission voted 7 yes and 0 no to
recommend approval of the I-1R Site Plan.
City of Brookings
October 11, 2011
55
Planning Commission meeting
October 4, 2011
OFFICIAL MINUTES
Hearing and action on an I-1R Site Plan for Lot 1, Block 1, Foster Addition
Item 10 – (Bailey/Dekraai) Motion to approve the I-1R Site Plan. All present voted aye. Motion
Carried.
SUMMARY OF DISCUSSION
Chris Jeppesen, representing GHP Systems, Inc., stated that the company had outgrown its
current site and needed more room. The proposed site plan included a manufacturing facility,
office, cold storage and maintenance building. A future expansion of the manufacturing facility
was also shown on the plan. Two driveways provided access to a hard-surfaced parking area
and storage yard. A landscape plan was also depicted on the site.
Heuton inquired about the loading docks. Jeppesen replied the maintenance shop
would have a dock on the north side. Heuton asked about the landscape plan. Jeppesen
responded that in addition to the existing shelterbelt along the south side, perimeter tree
plantings would occur on the west and north sides of the lot.
City of Brookings
October 11, 2011
56
5. Items removed from Consent Agenda.
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.
City of Brookings
October 11, 2011
57
Open Forum
6. 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.
7. SDSU Student Senate Report.
President – Mark York
Vice-President – Anthony Sutton
Administrative Assistant – Brooke Reiner
Finance Chair – Brian Gottlob
State & Local Chair – Jameson Berreth
SDSU Senate Website: http://www.wix.com/sdsu_sa/sa
City of Brookings
October 11, 2011
58
Second Readings / Public Hearings
8. Ordinance No. 17-11: Pawnbrokers - An Ordinance Amending
Article IV. of Chapter 26 of the Code of Ordinances of the City of
Brookings and pertaining to regulation of Pawnbrokers in the
City of Brookings, South Dakota.
Proposed Ordinance No. 17-11 was initiated by the Brookings Police
Department. It revises the holding period for pawned articles in order that
owners of pawned articles may redeem them sooner than the 40 day
holding requirement. Pawn brokers would still be required to maintain the
articles for 30 days for open sale to the public. The revision will repeal the
mandatory holding period by the city of Brookings.
Ordinance No. 17-11 - An Ordinance amending Article IV. of Chapter 26
of the Code of Ordinances of the City of Brookings and pertaining to regulation of
Pawnbrokers in the City of Brookings, South Dakota.
Be It Ordained and enacted by the Council of the City of Brookings, State of South Dakota, as
follows:
I.
Section 26-155 of Article IV of Chapter 26 of the Code of Ordinances of the City of
Brookings and pertaining to the holding period for pawned articles is hereby repealed.
II.
All ordinances in conflict herewith are hereby repealed.
First Reading September 27, 2011
Second Reading & Adoption October 11, 2011
Published
City of Brookings, SD
ATTEST: Tim Reed, Mayor
Shari Thornes, City Clerk
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City of Brookings
October 11, 2011
59
Second Readings / Public Hearings
9. Public hearing and action on Resolution No. 116-11, a Resolution
to annex Lots C and D, Christie Addition in the NW ¼ of Section
2-T109N-R50W; and Outlot C in the NW ¼ of the NW ¼ of
Section 2-T109N-R50W.
Proposal: Annex two small, separate areas into the city
Background: Several property owners were asked earlier this year to
voluntarily annex their land into the city. These particular properties were
surrounded by the city limits. The property owners declined to do so, and
subsequently, a detailed study was undertaken as provided for in SDCL 9-4-
4.1 to determine the need to annex additional, contiguous land. Based
upon that study, a Resolution of Intent to Extend Boundaries was adopted
by the City Council on August 23 rd, 2011.
Specifics: This is the final step in the annexation process. Attached is the
annexation study referred to above, the adopted Resolution o f Intent to
Extend Boundaries, the annexation map depicting the areas to be annexed,
and the Annexation Resolution.
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City of Brookings
October 11, 2011
60
Resolution No. 116-11
Resolution of Annexation
Whereas, the governing body of the City of Brookings has, pursuant to SDCL 9-4-4.1,
conducted a study to determine the need to identify the resources necessary to extend the
municipal boundaries to include Lots C and D, Christie Addition in the NW ¼ of Section 2-
T109N-R50W and Outlot C in the NW ¼ of the NW ¼ of Section 2-T109N-R50W all in the
County of Brookings, State of South Dakota, and
Whereas, the governing body thereafter adopted a Resolution of Intent to Extend Boundaries
and conducted a public hearing thereon as required by law, and
Whereas, the study contained the following, to wit:
1. That the description of the property to be annexed is Lots C and D, Christie Addition
in the NW ¼ of Section 2-T109N-R50W and Outlot C in the NW ¼ of the NW ¼ of
Section 2-T109N-R50W all in the County of Brookings, State of South Dakota
2. That ample and suitable resources exist to accommodate the orderly development of
the contiguous territory
3. That municipal utilities such as water, sewer, electricity, telephone, and garbage
collection are existing or readily available and a major street network is already in place
and dedicated for public use and that there is a definite timetable upon which other
municipal services such as police protection and garbage collection will be extended into
the contiguous territory
4. That the approximate cost of extending services to residents of the contiguous territory
will be $0.00 for telephone and electricity; $16.50 per month for garbage collection;
$40.00/foot for main sanitary sewer lines; $1500.00 for a sanitary sewer service line;
$15.00/foot for a water service line; $80.00/foot/per side for street improvement;
$176.00/acre for annual drainage fees for single-family residential uses and $67.00/acre
for annual drainage fees for a vacant lot.
5. That the estimated difference in the tax assessment rate is an increase of $1.75/1,000 of
valuation
6. That exclusions and irregularities in boundary lines are not the result of arbitrariness
7. That there is a reasonable present need to annex the contiguous territory because the
majority of the land is already developed and is receiving certain municipal services.
8. That the city has experienced a recent growth rate of 19% between the 2000 and 2010
Census and will continue to develop beyond its present boundaries, and
City of Brookings
October 11, 2011
61
Whereas, it is determined to be necessary and in the best interests of the City of Brookings to
annex the hereinbefore described property, now therefore,
Be It Resolved by the governing body of the City of Brookings that the following described
property be, and the same is hereby annexed, to the City of Brookings, to wit:
Lots C and D, Christie Addition in the NW ¼ of Section 2-T109N-R50W and Outlot C
in the NW ¼ of the NW ¼ of Section 2-T109N-R50W all in the County of Brookings,
State of South Dakota
Be it Further Resolved that the boundaries of the City of Brookings shall be adjusted
accordingly.
Passed and approved this 11th day of October, 2011.
CITY OF BROOKINGS
Tim Reed, Mayor
ATTEST:
Shari Thornes, City Clerk
City of Brookings
October 11, 2011
64
NOTICE OF HEARING
UPON A RESOLUTION OF ANNEXATION
NOTICE IS HEREBY GIVEN That the City Council will hold a public hearing to consider
the adoption of a Resolution of Annexation to annex the following described real estate
situated in Brookings County, South Dakota, to wit:
Lots C and D, Christie Addition in the NW ¼ of Section 2-T109N-R50W; and Outlot
C in the NW ¼ of the NW ¼ of Section 2-T109N-R50W
NOTICE IS FURTHER GIVEN That said request will be acted on by the City Council at
6:00 PM on Tuesday, October 11, 2011 in the Council Chamber in the lower level of City Hall,
Brookings, South Dakota. Any person interested may appear and be heard in this matter.
____________________________
Dan Hanson
Planning & Zoning Administrator
City of Brookings
October 11, 2011
65
ANNEXATION STUDY
(NW ¼ of Section 2-T109N-R50W)
The City of Brookings continues to grow in physical size and population. Therefore, an
annexation plan is essential for the managed growth of Brookings. The Vision 2020
Comprehensive Plan has identified future growth areas in Brookings County as logical
extensions of the city‘s boundaries. Timely and well-planned annexations will achieve efficient
and orderly growth of the urban area and tax equity among all urban residents.
Based on the analysis presented in this study, the areas shown on Map 1 are recommended for
annexation into the City of Brookings. The legal descriptions are as follows:
Lots C and D, Christie Addition in the NW¼ of Section 2-T109N-R50W
Outlot C in the NW¼ of the NW¼ of Section 2-T109N-R50W
The Vision 2020 Comprehensive Plan identifies urban growth area boundary projections based
on the future extension of urban services. In particular, the Future Land Use Map indicates the
area described above as a future residential neighborhood.
Over the last several years, significant development and land use changes have occurred in the
southwest area of Brookings. Two (2) residential subdivisions have been created, and dozens of
new homes have been built. A large mixed-use development has recently been approved, and
the first residential phase will begin this fall. Lastly, several landowners in this area have
petitioned to annex within the last five (5) years due to their desire for municipal services.
The annexation of fringe developments will cause short term adjustment for residents and
property owners of this area. Increased taxes and costs associated with street and utility
improvements are a significant concern to existing residents. However, annexation will provide
superior benefits to all residents of Brookings as follows:
A. Equitable sharing of the local tax burden
People residing just outside of a city often enjoy municipal services without providing
tax monies to support their cost. Parks, bike trails, the library, and street improvements
are examples of this. Annexation would require all to pay their fair share.
B. Efficient provision of municipal services
History has shown that as fringe development continues, residents in these areas
demand more urban services such as police and fire protection, street improvements,
parks, and municipal water and sewer systems. With appropriate annexations, a city can
provide services to an entire area more economically and efficiently through economies
of scale.
C. Orderly growth and development
Timely annexations of fringe areas enhance orderly and planned growth. The extension
of streets and utilities to new growth areas can be obstructed by unincorporated land
areas. Urban sprawl is also common in areas that are not provided with municipal
City of Brookings
October 11, 2011
66
utilities and services. The annexation of existing urban type developments and
agricultural land located in future urban growth areas will benefit the long-range
development goals of the City of Brookings.
Study Area
The proposed annexation areas are located in Medary Township. One area is bounded by 20th
Street South on the north, and the other area is bounded by 20th Street South on the north and
Western Avenue South on the west. The total area involved is 3.4 acres
Land Use
Land in the proposed annexation area is located in the A Agricultural District which is a district
in the Zoning Ordinance of the Joint Jurisdiction Area surrounding the City of Brookings but is
used primarily for residential purposes. One parcel is used as a rental storage unit. Changes in
the land use classification of these parcels would likely occur in the future. The residential uses
are currently legal non-standard uses.
Population and Housing
Three (3) families reside in the proposed annexation area. Two (2) lots are uninhabited. The
surrounding area consists of mature neighborhoods, newly created subdivisions, and agricultural
land. The majority of housing is single-family homes.
Urban Services
Streets
The residents are served by 20th Street South and Western Avenue South. Twentieth
Street South is an asphalt rural section road, and Western Avenue South is a gravel
rural section road. The City has adopted Resolutions 88-11 and 89-11 which transfers
jurisdictional control of 20th Street South from Main Avenue to Rio Grande Avenue and
Main Avenue from 20th Street South to 32nd Street South from Brookings County to the
City of Brookings. Therefore, maintenance of these roads will be done by the City. 20th
Street South is planned to be reconstructed into an urban section road in 2012. No
costs from this project will be assessed to abutting property owners provided they
dedicate the required right-of-way necessary to build the street to city standards.
Sidewalks are required to be installed along all developed property unless modified by
other applicable regulations or the City Council. Access drives from the curb to the
property line must be surfaced with asphalt or concrete.
Water
All property owners serviced by rural water systems would be required to connect to
the city water system upon annexation. Currently, municipal water service is supplied
to three parcels.
Sanitary Sewer
All property owners and parcels using a sanitary sewer installation will be required to
hook-up to the municipal sewer system. Installation/conversion timetables would follow
BMU policies and procedures.
City of Brookings
October 11, 2011
67
Electric Service
All property owners serviced by an REA shall be connected to the city electric system.
Conversion timetables would follow BMU policies and procedures.
Telephone
The current telephone service provider for a property would be continued and any
changes would be a voluntary decision by the property owner/customer.
Garbage Collection
All residential uses shall be serviced by the municipal garbage collection department.
One property owner already receives this service.
Safety and Security
All property owners will be served by the Brookings Police Department
Fire Protection
Fire protection will continue to be provided by the Brookings Fire Department.
Drainage
The city has adopted a master drainage plan to manage stormwater runoff. All property is
assessed a drainage fee based on lot area, a runoff weighting factor based on the type of land
use, and a unit financial charge (cost/square foot).
City of Brookings
October 11, 2011
68
Other Business
10. Discussion and action to approve cost share with the South
Dakota Department of Transportation for storm sewer on 6th
Street between Highway 14 Diagonal and Main Avenue.
The South Dakota Department of Transportation (SDDOT) has been
designing the 6th Street Reconstruction Project between Highway 14
Diagonal and Main Avenue, and this project is scheduled for construction in
2013. City staff has been involved in a number of design meetings with
SDDOT to coordinate issues with the project. One critical issue right now
is the replacement of the storm sewer.
Storm Sewer Analysis: 6th Street west of Main Avenue currently has two
large trunk line storm sewer pipes which discharge into a ditch west of
Western Avenue near the Brookings Municipal Utility office and ultimately
into Six Mile Creek. The watershed that contributes storm water to this
portion of 6th Street is at least 500 acres in size and is mostly impervious.
The watershed extends east to 17th Avenue, south past the railroad tracks,
and northeast to the SDSU Campus. The original Drainage Master Plan
showed the existing storm sewer in 6th Street is grossly inadequate for the
5-year storm and identified several capital improvements, known as Area 5
and 6 in the plan. Banner Associates performed a more detailed analysis of
the storm sewer on 6th Street to confirm this issue, as well as determine
what size piping would be required to handle the runoff from a 5 -year
storm event without causing flooding. The existing storm sewer pipe in
this portion of 6th Street consists of various sizes and segments installed at
different times throughout the City‘s history; including some of the earliest
segments constructed of clay tile and brick. It is believed the current
capacity of the system is restricted to a 1 or 2-year storm event; thus
resulting in localized flooding observed along 6th Street during minor storm
events. Since the lack of capacity is at the lowest end of the watershed, it
prevents the City from addressing flooding and capacity issues in the rest of
the 500 acre watershed because all storm water must pass through this
point.
Project solution: The current City of Brookings standard is to carry a 5-
year storm in a pipe or open channel conveyance system. An opportunity
exists to upgrade the existing storm sewer to the 5 -year storm capacity
City of Brookings
October 11, 2011
69
during the 6th Street reconstruction project. Upsizing this section of storm
sewer is critical because it is on the downstream discharge end of the 6th
Street trunk line drainage system, with many other storm sewer lines and
inlets that flow into it. It is also in conformance with the Master Drainage
Plan. As a side benefit of upsizing the 6th Street storm sewer, another
opportunity presents itself to temporarily connect a small portion of the
Downtown watershed to the 6th Street storm sewer until the Downtown
trunk line can be upgraded in the future. This has the potential to help
relieve some of the flooding issues Downtown.
Cost: Although the upgrades were addressed in the Drainage Master Plan,
the costs have not yet been put on a CIP because it was unknown at the
time the plan was published whether or not the SDDOT would reconstruct
this portion of 6th Street. While we are still in the preliminary stages of
design and negotiation, the SDDOT is proposing that they will pay for the
replacement of the current storm sewer configuration on the 6 th Street
project, and they have requested the City of Brookings to pay the upsizing
cost. Specific storm sewer sizes and total costs are not known at this time.
It is anticipated that the SDDOT will expect a lump sum payment to be due
late 2013 or early 2014. The City will explore funding options such as
using a portion of the Brookings Urban Fund balance, drainage fees, or
second penny funds. At this point, the SDDOT is asking if the City of
Brookings has an interest in paying a cost share for the storm sewer
upgrades. Since the project is still in the preliminary stage of design, the
range of cost the City could incur for the additional capacity is wide;
ranging from $500,000 to $1,100,000.
This motion will approve the City of Brookings interest in cost sharing for a
5-year storm sewer design for the SDDOT 6th Street Project from Highway
14 Diagonal to Main Avenue. Further cost information will be provided to
the City Council as it becomes available.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City of Brookings
October 11, 2011
71
11. Adjourn