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Home My WebLink About2009_03_10 CC PKTCity Council Packet March 10, 2009 1 Brookings City Council Tuesday, March 10, 2009 City Hall Council Chambers 311 Third Avenue 5:00 p.m. ~~ Work Session 6:00 p.m. ~~ Council Meeting 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. 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. Board of Equalization Hearing Process Overview by Joyce Dragseth. 2. Update on Bike Lane Project. 3. City Council members serving as ex-officios members on city boards. 4. 6:00 p.m. Meeting Review. 5. Council Invites & Obligations. 6. City Council member introduction of topics for future discussion. * *Any Council member may request discussion of any issue at a future meeting only. Items can not be added for action at this meeting. A motion and second is required starting the issue, requested outcome, and time. A majority vote is required. 6:00 P.M. REGULAR MEETING 1. Call to order. 2. Pledge of Allegiance. 3. City Clerk records council attendance. 4. Action to approve the following Consent Agenda Items * A. Action to approve the agenda. B. Action on Resolution No. 20-09, awarding bids for airport snow plow. C. Action on an appointment to Traffic Safety Committee. D. Action on an appointment to Park & Recreation Board. E. Adopt City Council 2009 goals. F. Action on an appropriation for Downtown holiday decorations. G. Action on bids for aerial lift truck for Forestry Dept. H. Action on Resolution No. 21-09, STP-Urban System Priority List. I. Action on Resolution No. 22-09, Resolution Directing Preparation of Assessment Roll, Dividing Assessments Into Installments, And Providing For the Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs). J. Action on Resolution No. 23-09, Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts. Action: Motion to approve, request public comment, roll call * Matters appearing on the Consent Agenda are expected to be non-controversial and will be acted upon by the Council at one time, without discussion, unless a member of the Council or City Manager requests an opportunity to address any given item. Items removed from the Consent Agenda will be discussed at the beginning of the formal items. Approval by the Council of the Consent Agenda items means that the recommendation of the City Manager is approved along with the terms and conditions described in the agenda supporting documentation. City Council Packet March 10, 2009 2 Presentations/Reports/Special Requests: 5. Open Forum. 6. SDSU Report. Ordinances – 1st Readings **: ** No vote is taken on the first reading of ordinances. The title of the ordinance is read and the date for the public hearing is announced. Second Readings & Public Hearings: 7. Ordinance No. 05-09: An ordinance regulating ultimate fighting contests in the City of Brookings, South Dakota. Action: Motion to Approve, request public comment, roll call l Other Business: 8. Presentation of City of Brookings 2008 Annual Financial Report. Action: Informational 9. Discussion and possible action on a request from the Brookings Area Transit Authority (BATA) for bus relocation land location. Action: Motion to Approve, request public comment, roll call 10. Action to approve a Memorandum of Understanding between the City of Brookings and South Dakota Board of Regents regarding the Innovation Campus. Action: Motion to Approve, request public comment, roll call l 11. Presentation of 2008 Annual Reports from City Boards, Committees & Commissions Action: Informational 12. Adjourn. Brookings City Council Scott Munsterman, Mayor Tim Reed, Deputy Mayor Mike Bartley, Council Member Tom Bezdichek, Council Member Ryan Brunner, Council Member Mike McClemans, Council Member Julie Whaley, Council Member 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 @ 1pm, Thursday @ 7 pm, Friday @ 9 pm, and Saturday @ 1 pm. The complete City Council agenda packet is available on the city website: www.cityofbrookings.org If you require assistance, alternative formats, and/or accessible locations consistent with the Americans with Disabilities Act, please contact Shari Thornes, City ADA Coordinator, at 692-6281 at least 3 working days prior to the meeting. City Council Packet March 10, 2009 3 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. Board of Equalization Hearing Process Overview by Joyce Dragseth. Joyce Dragseth, Director of Equalization, and Shari Thornes, Brookings City Clerk, will be present to provide an orientation to the Council regarding the hearing process. The Equalization Office sent out the property valuation cards on March 1st to city residents. If a property owner plans to appeal the valuation of his or her property they must do so by 5:00 p.m. on Thursday, March 12th, with the City Clerk. The Local Board of Equalization, consisting of at least four City Council members and one School Board member, must conduct their hearings between Monday, March 16 and Friday, March 29. City Council Packet March 10, 2009 4 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. Update on Bike Lane Project. SDSU students Chris Daugaard and Eric Hanson along with Park, Recreation, and Forestry Director Allyn Frerichs and City Engineer Jackie Lanning have met throughout the winter to review the Phase I SDSU Bike Route proposal. The draft bike route map shows the locations that would be best suited for a bike route, showing essentially three options for bike routes: • Sharrow: stencil and signage • Shared parking/bike lane: stencil, signage, striped bike lane (keep parking) • Exclusive bike lane: stencil, signage, striped bike lane (remove parking) The minimum width needed for striped bike lanes is 30 feet, and many of the streets in Brookings are too narrow for striped bike lanes. The streets that are too narrow would have the option of being a “sharrow”. On the streets that are wider, striping a bike lane would be an option. The streets could be striped with a four foot bike lane, which would leave eleven foot driving lanes for a thirty foot wide street. The streets with a striped bike lane could be designated as an “exclusive bike lane” where parking would be removed. We are investigating the option of a four foot bike lane designated as a “shared parking/bike lane” where parking would remain as an option. Sioux Falls has utilized the shared parking/bike lane design and we are investigating the minimum width for such a design. The staff will be presenting a draft route for the SDSU area for the work session. The discussion will entail possible removal of parking, future public hearings, and other issues that people may have. An estimated project cost will be calculated after the route has been approved. March 2007 M n/DOT Bikeway Facility Design Manual Chapter 4: On-Road Bikeways 79 1.2 m (4 ft) bike lane 3.6 m (12 ft) travel lane (typical) 0.3 m (1 ft) CL Curb & Gutter Bike Lane Stripe Pavement marking line 100 mm (4 in) wide solid white Bike Lane Symbol & Arrow Pre-cut plastic or stencil pavement markings LANE 1.8 m (6 ft) 1.2 m (4 ft) Note: Application of MN MUTCD Series R7-9 or R7-9a “NO PARKING BIKE LANE” signage may be used. Check current MN MUTCD for any changes to signs and striping configurations. ** Not to Scale ** Curb & Gutter 1.8 m (6 ft) 1.2 m (4 ft) 1.8 m (6 ft) * See Table 4-1 for bicycle lane width #R3-17 #R8-3a Install #R3-17 signs and pavement symbols at periodic intervals along the bicycle lane BIKE LANE BIKE LANE Figure 4-10: Bicycle Lane w ith N o P a rk ing and Standard Gutter Pan 10 March 2007 M n/DOT Bikeway Facility Design Manual Chapter 4: On-Road Bikeways 97 3.6 - 4.2 m (12 - 14 ft) travel lane Optional: Install Share the Road signs to warn drivers to watch for bicyclists traveling along the road in rural situations where there is no paved shoulder and a large number of bicycles use the roadway. Space signs every 1.6 - 3.2 km (1 - 2 mi) and/or on corners, hills, or other places with limited sight distances. #W11-1 & W16-1 S H A R E T H E R O A D S H A R E T H E R O A D Curb & Gutter ** Not to Scale ** CL Note: Application of MN MUTCD Series R7 and/or R8 “NO PARKING” signage may also be appropriate. Check current MN MUTCD for any changes to signs and striping configurations. Curb & Gutter Figure 4-24: Shared Lane,Urban Cross Section w ith N o P a rk ing 12 (Excerpt from City of Sioux Falls Website): City of Sioux Falls Shared Parking and Bicycle Lanes In May of this year, on-street shared parking and bicycle lanes have been painted on the following three city streets. 1. Bahnson Avenue from 12th to 26th Streets and from 33rd to 49th Streets 2. West 32nd Streets from Marion Road to Sertoma Avenue 3. Ralph Rogers Road from Minnesota Avenue to 69th Street City Council Packet March 10, 2009 9 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 Members Serving as Ex-Officios on City Boards. TO: Mayor and City Council Members FROM: City Manager Jeff Weldon RE: Reconsideration of having council members serve as liaison to certain Boards For some time now, you have considered the notion of re-appointing city council members as liaisons to the Hospital Board of Trustees, Brookings Municipal Utility Board, and Swiftel Center Advisory Board. Historically, you had this system in place under the previous form of government. By council action, you designated the City Manager to serve in an ex-officio capacity to these three respective boards. This action is as follows and the enabling actions are attached. Hospital Board Ordinance 27-05 August 26, 2005 Utility Board Ordinance 26-05 August 30, 2005 Swiftel Board Resolution No. 65-05 August 9, 2005 Frequently, I have attended these meetings although I have not been able to attend all of them due to scheduling conflicts. I do, however, usually forward to you copies of their meeting minutes, financial statements, and other items of interest. If you wish to re-instate the liaison function, you will need an ordinance that repeals Ordinances 26-05 and 27-05; and a motion that repeals Resolution 65-05. You will then need to appoint council members pursuant to the normal appointment process. The Hospital Board meets the 4th Thursday of each month at 7:00 p.m. at the Hospital. The BMU Board meets the 2nd Monday of each month at 1:00 p.m. at the BMU office. The Swiftel Advisory Board meets the last Thursday of each month at 4:00 p.m. at the Swiftel Center. As a reminder, the Hospital and BMU are operating boards while the Swiftel Center is an advisory board. City Council Packet March 10, 2009 13 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. 6:00 p.m. Meeting Review. 1. Call to order. 2. Pledge of Allegiance. 3. City Clerk records council attendance. 4. Action to approve the following Consent Agenda Items * A. Action to approve the agenda. B. Action on Resolution No. 20-09, awarding bids for airport snow plow. C. Action on an appointment to Traffic Safety Committee. D. Action on an appointment to Park & Recreation Board. E. Adopt City Council 2009 goals. F. Action on an appropriation for Downtown holiday decorations. G. Action on bids for aerial lift truck for Forestry Dept. H. Action on Resolution No. 21-09, STP-Urban System Priority List. I. Action on Resolution No. 22-09, Resolution Directing Preparation of Assessment Roll, Dividing Assessments Into Installments, And Providing For the Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs). J. Action on Resolution No. 23-09, Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts. Action: Motion to approve, request public comment, roll call Presentations/Reports/Special Requests: 5. Open Forum. 6. SDSU Report. Second Readings & Public Hearings: 7. Ordinance No. 05-09: An ordinance regulating ultimate fighting contests in the City of Brookings, South Dakota. Action: Motion to Approve, request public comment, roll call l Other Business: 8. Presentation of City of Brookings 2008 Annual Financial Report. Action: Informational 9. Discussion and possible action on a request from the Brookings Area Transit Authority (BATA) for bus relocation land location. Action: Motion to Approve, request public comment, roll call 10. Action to approve a Memorandum of Understanding between the City of Brookings and South Dakota Board of Regents regarding the Innovation Campus. Action: Motion to Approve, request public comment, roll call l 11. Presentation of 2008 Annual Reports from City Boards, Committees & Commissions Action: Informational 12. Adjourn. City Council Packet March 10, 2009 14 5:00 P.M. WORK SESSION ** Work sessions are open to the public. During the work session the city staff would brief the council on items for that particular meeting, introduce future topics, and provide a time for Council members to introduce topics. 5. Council Invites & Obligations March 5 Hampton Inn & Suites Ribbon Cutting Ceremony 4:00 p.m. Hampton Inn & Suites 3017 Lefevre Drive March 12 Civil Design Inc. Open House 5:00 p.m. - 7:00 p.m. Civil Design Inc. 609 Main Avenue S March 16- 20 Board of Equalization Hearings 9:00 a.m. to 9:00 p.m. City Hall March 24th City Council Meeting 5 & 6 pm City Hall Chambers March 25 & 26 2009 SD Airports Conference 10:00 a.m. Aberdeen Ramkota March 31 Brookings County Annual Feed 5:30 p.m. City Fire Hall April 1 SDML District 2 Meeting 6:00 p.m. White – McKnight Community Center April 7th City Council Meeting 5 & 6 pm City Hall Chambers April 14 Election April 16th City Council Meeting – Canvass Ballot 5:00pm City Hall Meeting Room April 19th Spring Diversity Potluck Sponsored by Human Rights Committee Old Sanctuary April 28th City Council Meeting 5 & 6 pm City Hall Chambers May 12th Reception for Munsterman & Brunner 4:00 pm City Hall Community Room May 12th City Council Meeting 5 & 6 pm City Hall Chambers May 26th City Council Meeting 5 & 6 pm City Hall Chambers June 9th City Council Meeting 5 & 6 pm City Hall Chambers June 23rd City Council Meeting 5 & 6 pm City Hall Chambers City Council Packet March 10, 2009 15 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. City Council member introduction of topics for future discussion*. *Any Council member may request discussion of any issue at a future meeting only. Items can not be added for action at this meeting. A motion and second is required starting the issue, requested outcome, and time. A majority vote is required. City Council Packet March 10, 2009 16 6:00 p.m. Council Meeting 6:00 P.M. REGULAR MEETING 1. Call to order. 2. Pledge of Allegiance. 3. City Clerk records council attendance. 4. Action to approve the following Consent Agenda Items * A. Action to approve the agenda. B. Action on Resolution No. 20-09, awarding bids for airport snow plow. C. Action on an appointment to Traffic Safety Committee. D. Action on an appointment to Park & Recreation Board. E. Adopt City Council 2009 goals. F. Action on an appropriation for Downtown holiday decorations. G. Action on bids for aerial lift truck for Forestry Dept. H. Action on Resolution No. 21-09, STP-Urban System Priority List. I. Action on Resolution No. 22-09, Resolution Directing Preparation of Assessment Roll, Dividing Assessments Into Installments, And Providing For the Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs). J. Action on Resolution No. 23-09, Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts. Action: Motion to approve, request public comment, roll call Presentations/Reports/Special Requests: 5. Open Forum. 6. SDSU Report. Second Readings & Public Hearings: 7. Ordinance No. 05-09: An ordinance regulating ultimate fighting contests in the City of Brookings, South Dakota. Action: Motion to Approve, request public comment, roll call l Other Business: 8. Presentation of City of Brookings 2008 Annual Financial Report. Action: Informational 9. Discussion and possible action on a request from the Brookings Area Transit Authority (BATA) for bus relocation land location. Action: Motion to Approve, request public comment, roll call 10. Action to approve a Memorandum of Understanding between the City of Brookings and South Dakota Board of Regents regarding the Innovation Campus. Action: Motion to Approve, request public comment, roll call l 11. Presentation of 2008 Annual Reports from City Boards, Committees & Commissions Action: Informational 12. Adjourn. City Council Packet March 10, 2009 17 CONSENT AGENDA #4 4. Action to approve the following Consent Agenda Items * A. Action to approve the agenda. B. Action on Resolution No. 20-09, awarding bids for airport snow plow. C. Action on an appointment to Traffic Safety Committee. D. Action on an appointment to Park & Recreation Board. E. Adopt City Council 2009 goals. F. Action on an appropriation for Downtown holiday decorations. G. Action on bids for aerial lift truck for Forestry Dept. H. Action on Resolution No. 21-09, STP-Urban System Priority List. I. Action on Resolution No. 22-09, Resolution Directing Preparation of Assessment Roll, Dividing Assessments Into Installments, And Providing For the Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs). J. Action on Resolution No. 23-09, Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts. Action: Motion to approve, request public comment, roll call City Manager Recommendation: Approve City Council Packet March 10, 2009 18 CONSENT Agenda: B. Action on Resolution No. 20-09, awarding bids for airport snow plow. The City Council authorized the emergency purchase of a snow plow for the Brookings Regional Airport with Resolution 07-09 on January 27, 2009. The snow plow specifications included the following equipment with a brief description: • Item #1: All Wheel Drive Medium Duty Snow Removal Chassis: 4x4 with diesel engine, minimum six cylinder, 7.2 liter displacement with rear axle of minimum 23,000 pound GVW hub rating and front driving/steering axle of a minimum18,000 pound capacity. • Item #2: Dump Body: steel dump body, hoist and hydraulic system • Item #3: Material Spreader: slide in performer V-box spreader • Item #4: Snow Plows: Front, Wing & Underbody The bid package was mailed to area equipment suppliers. The bid letting was held on February 24, 2009 and the following bids were received: Westman Freightliner Sanitation Products Great Plains International Sheehan Mack Sales & Equipment Marshall, MN Sioux Falls, SD Sioux Falls, SD Sioux Falls, SD Item #1: All Wheel Drive Medium Duty Snow Removal Chasses $86,000.00 $106,750.00 $105,700.00 $160,355.00 Item #2: Dump Body $26,830.50 $26,830.35 $27,635.00 $27,635.00 Item #3: Material Spreader $13,991.75 $13,991.75 $12,916.00 $12,916.00 Item #4: Snow Plows (front, wing & underbody) $25,335.75 $25,335.75 $29,989.00 $29,989.00 Total Base Bid $152,158.00 $172,907.85 $176,240.00 $230,895.00 The low bid of $152,158.00 for Westman Freightliner of Marshall, MN was rejected because it did not meet the minimum 18,000 pound front axle weight. The next low bid of $172,907.85 for Sanitation Products of Sioux Falls, SD was rejected because the bid proposal was incomplete since it did not stipulate the model number of any equipment being submitted for the chassis. Thus, there was no way to determine if the equipment being bid met specification. The next lowest bid of $176,240.00 met the specification with the exception of a few minor items (no light under the hood, etc). City Council Packet March 10, 2009 19 Representatives from Sheehan Mack Sales & Equipment have made a claim that the Great Plains International bid did not meet the specifications. However, after a thorough examination of each equipment specification and consultation with City Attorney Steve Britzman, it was concluded that the snow plow bid from Great Plains International has met the specifications. Recommend awarding the contract to Great Plains International of Sioux Falls in the amount of $176,240.00 Resolution No. 20-09 Resolution Awarding Bids on Brookings Regional Airport Snow Plow Whereas, the City of Brookings opened bids for the Brookings Regional Airport Snow Plow on Tuesday, February 24, 2009 at 1:30 pm at Brookings City Hall; and Whereas, the City of Brookings has received the following bids for the Brookings Regional Airport Snow Plow: Item #1: All Wheel Drive Medium Duty Snow-Removal Chassis: Westman Freightliner, Marshall, MN $86,000.00 Great Plains International, Sioux Falls, SD $105,700.00 Sanitation Products, Sioux Falls, SD $106,750.00 Sheehan Mack Sales & Equipment, Sioux Falls, SD $160,355.00 Item #2: Dump Body: Westman Freightliner, Marshall, MN $26,830.50 Sanitation Products, Sioux Falls, SD $26,830.50 Great Plains International, Sioux Falls, SD $27,635.00 Sheehan Mack Sales & Equipment, Sioux Falls, SD $27,635.00 Item #3: Material Spreader: Great Plains International, Sioux Falls, SD $12,916.00 Sheehan Mack Sales & Equipment, Sioux Falls, SD $12,916.00 Westman Freightliner, Marshall, MN $13,991.75 Sanitation Products, Sioux Falls, SD $13,991.75 Item #4: Snow Plows (Front, Wing & Underbody): Westman Freightliner, Marshall, MN $25,335.75 Sanitation Products, Sioux Falls, SD $25,335.75 Great Plains International, Sioux Falls, SD $29,989.00 Sheehan Mack Sales & Equipment, Sioux Falls, SD $29,989.00 Total Base Bid (Items #1, 2, 3 & 4): Westman Freightliner, Marshall, MN $152,158.00 Sanitation Products, Sioux Falls, SD $172,907.85 Great Plains International, Sioux Falls, SD $176,240.00 Sheehan Mack Sales & Equipment, Sioux Falls, SD $230,895.00 City Council Packet March 10, 2009 20 Whereas, the low bid of $152,158.00 from Westman Freightliner was rejected because it did not meet the minimum specification of the 18,000 pound front axle, and Whereas, the next lowest bid of $172,907.85 from Sanitation Products was rejected because it did not identify model number of the chassis being bid, and Now Therefore, Be It Resolved that the low bid of Great Plains International, Sioux Falls, SD, for the Total Base Bid of $176,240.00 be accepted. Passed and approved this 10th day of March 2009. CITY OF BROOKINGS ________________________________ Scott D. Munsterman, Mayor ATTEST: _________________________ Shari Thornes, City Clerk City Council Packet March 10, 2009 21 CONSENT Agenda: C. Action on an appointment to Traffic Safety Committee. Mayor Munsterman is recommending the appointment of Dain Arns to the Traffic Safety Committee in a ‘citizen-at-large’ position. Mr. Arns is a driver/fleet safety coordinator at Daktronics with experience in law enforcement, traffic control devices, and volunteer EMT & firefighter in Montana. Traffic Safety Committee The City of Brookings has one “citizen‐at‐large” vacancy on the City Traffic Safety Committee effective immediately. The Committee consists of 13 members and is responsible to develop and implement coordinated traffic safety programs that meet local needs; promote public acceptance of official programs; foster public knowledge and support of traffic law enforcement and traffic engineering problems; and cooperate with city schools in promoting educational traffic safety aides. The Committee meets the second Thursday monthly at noon. The appointment is for a three year term. City Council Packet March 10, 2009 22 CONSENT AGENDA: D. Action on an appointment to Park & Recreation Board. Mayor Munsterman is recommending the appointment of September Kirby to the Park & Recreation Board. Mrs. Kirby is a health and wellness instructor at SDSU. Park & Recreation Board Available Position(s): 1 Membership: 9 Term Length: 5 year (filling unexpired term to 5/1/2010) Residency Requirement: No Meeting Dates: 1st Monday Monthly at 7:00 p.m. Purpose: The Board provides advice to the Director of Parks, Recreation and Forestry to assist in fulfilling the administering of the public park system, recreation programs and city forestry program. The Board also advises the City Council and makes recommendations on matters regarding park capital improvements and planning. City Council Packet March 10, 2009 23 CONSENT AGENDA: E. Adopt City Council 2009 goals. TO: Mayor and City Council Members FROM: City Manager Jeff Weldon RE: Goals for 2009 Strategic Plan Following your goal-setting session of two weeks ago, attached is a listing of the goals that comprise the 2009 Strategic Plan. You will recognize several of these items constitute a continuation of the next steps to build upon the progress of these goals from 2008. Several of these projects are multi-year activities and each year’s strategic plan represents a sub-set of activities for that respective year. The following includes a brief description of the project. After you adopt the goals, staff will add a work plan, performance measures, intended outcomes, and schedule for each of the items. Also attached is a list of the five secondary goals; Quality of Life, Economic Development, Partnerships, Fiscal Responsibility, and Governance. These items have been revised and updated based on our discussions. Staff recommends approval of the 2009 proposed goals of the Strategic Plan. City Council Packet March 10, 2009 24 Goals for 2009 Strategic Plan 1) Airport site selection Policy Statement: Complete the FAA mandated dual track analysis to resolve the airport runway issue by year-end to decide: 1) re-align the main runway at the current site; or 2) relocate the airport to a proposed site southeast of Brookings. Action Steps: o Complete the FAA-mandated environmental impact analysis. o Hold necessary public hearings, provide public education on the issues. o Select preferred site. o Conduct financial analysis. o Identify, begin property acquisition process for selected site. o Begin development of Airport Layout Plan. 2) Storm drainage Policy Statement: Complete the storm water management master plan, and identify and prioritize specific storm water management construction projects. Begin construction of said projects. Action Steps: Prioritize 13 project areas pursuant to Masterplan (scheduled for March 24). o Develop long-range financing plan for all projects. o Select initial projects for storm drainage remediation/correction. o Revise design standards for detention/retention ponds. o Begin property acquisition process for initial project(s). 3) 34th Avenue/20th Street Improvement Project Policy Statement: Complete the engineering feasibility study, and begin planning for the construction of an upgrade to 34th Avenue, construction of 20th Street extension, and an I-29 overpass for 20th Street. Action Steps: o Form and intergovernmental committee consisting of city, county, township, and business community representatives to provide oversight of the project. o Brookings County needs to enter project area mileage into STIP needs designation. o Identify parcels/property owners where right-of-way needs to be acquired. o Lobby for state law changes to provide for transportation district. o Prepare for 2010 construction of 34th (14-Prince and DOT signal changes). o Develop district plan for the area (34th, Swiftel/Larson Centers, DOT property, Wiese Business Park, Tellkamp Industrial Park, future industrial expansion area). City Council Packet March 10, 2009 25 o Begin federal lobbying effort for Federal Highway Funding for project. 4) Railroad safety crossings Policy Statement: Improve the safety of all in-city railroad crossings with city streets through short-term strategies that install quad-gates and other appurtenances at crossings; medium-term strategies that accomplish grade separation at intersections where possible; and long-term strategies that accomplish a railroad by-pass around Brookings. Action Steps: o Continue long, intermediate, short-term plans adopted in 2008. o Apply to DOT for safety crossing for 22nd Avenue. (COMPLETED) o Secure federal appropriation of $750,000 for safety improvements. (AWAITING CONGRESSIONAL APPROVAL FROM THIS SESSION) o Formalize schedule of subsequent crossing improvements. o Establish City-County Rail Authority. o Work with Canadian Pacific Railroad on Community Partnership Agreement. 5) Space needs analysis Policy Statement: Address the projected space and building facility shortage identified in the completed space needs study. This is to be accomplished by examining: 1) expanding current facilities, 2) replacing current facilities, or 3) combining a new facility with Brookings County. Action Steps: o Work with intergovernmental committee on comprehensive facility planning. o Explore acquiring/re-development Sawnee Hotel for City Hall expansion. 6) Swiftel Center expansion project Policy Statement Continue to analyze the potential/feasibility of expanding the Swiftel Center for convention, storage, and office needs as well as the possibility of partnering with a private developer for an attached hotel. Action Steps: o Identify any additional information needed to consider the project. o Final decision on build or no-build. o If the decision is to build: Identify scope of proposed project. - Contract with architect for design services. - Begin recruitment efforts for hotelier. - Secure County Resource Center space. - Develop financing plan. City Council Packet March 10, 2009 26 - Conduct public education efforts. - Consider adjusting TIF district. -If the decision is not to build: NO FURTHER ACTION NEEDED 7) Supplemental issues o Acquire DOT property for future commercial/retail development. o South Fire Sub-station. o Develop five-year staffing project plan. o Develop alternative budget scenarios for modified service levels. o Program for downtown private revitalization. o Phase II bike lane designation on city street determination. o Adaptive reuse/modify Research & Technology Center. o Create sustainability committee to analyze “green” and environmental issues. o Make technological and “interactive” advancements to the website. Goal #1 Quality of Life Strategy A (Bicycle-pedestrian friendly) Make the community more bicycle and pedestrian friendly. Adopt plans to promote, encourage and construct bicycle lanes on certain streets and continue the development of comprehensive bicycle-pedestrian pathway system that connects neighborhoods, schools, parks, SDSU and other civic and cultural amenities. Strategy B (Park system planning and development) Develop a park system master plan which will guide the long-range development of the park system. The plan should be consistent with the City’s overall comprehensive plan. The plan should address means to increase play at Edgebrook Golf Course. Identify physical improvements to existing city parks and trail systems and strategically identify locations for future parkland. Strategy C (Nature Park) Complete an adoptive reuse plan to convert the old landfill into a Nature Park Preserve Area. Strategy D (Community wellness) Develop a community wellness initiative which forges partnerships into a community grass- roots coalition designed to promote health and wellness. Strategy E (Education and literacy) Develop a community-based partnership by facilitating a redesign of educational systems to survive and thrive in a new economy to support the city’s investment in knowledge based economy (i.e. research park). Strategy F (Housing opportunities) Implement the recommendations of the housing study to develop more diverse housing options to meet the needs of current and future residents. Examine and address issues of neighborhood density and character. Continue to assess TIF District housing policy. City Council Packet March 10, 2009 27 Strategy G (Wi-Fi hotspots) Help facilitate the creation of wireless districts in public areas, parks, and business areas. Goal #2 Economic Development Strategy A (marketing, workforce development) Continue to support the mission and goals of the BEDC and Vision Brookings. Strategy B (Retail development) BEDC and the City should partner on specific initiatives designed to attract and retain retail businesses. Strategy C (Purchase property for future development) Seek means to purchase or otherwise acquire property that can be land banked for future resale to encourage commercial and industrial development and investment. Strategy D (Road system into developing areas) The City should continue efforts to strategically identify and construct future street systems to help develop industrial parks or other commercial corridors. Strategy E (State property acquisition) Continue to monitor opportunities for the acquisition of the state DOT parcel as a means of land banking for future retail/commercial development (Specific strategy to Strategy C). Strategy F (Rail Authority membership) Obtain membership on the Brookings Rail Authority to use as a means of improving rail service and safety. Strategy G (Transportation funding legislative changes) Lobby for legislative changes that provide local option funding mechanisms to meet local transportation challenges. Strategy H (Downtown) Work with BEDC/DBI to develop a district plan for the Central Business District that private development, rehabilitation, and reinvestment in commercial property; and expands residential opportunities and historic preservation. Goal #3 Partnerships Strategy A (I-29 business clusters) Promote the development of industry clusters along I-29 among communities in proximity to the interstate. Develop specific strategies for regional economic development. Strategy B (SDSU) Continue to collaborate with SDSU on mutually beneficial projects and programs that may develop from time to time. City Council Packet March 10, 2009 28 Strategy C (Intergovernmental relations) Maintain ongoing intergovernmental relationships and develop partnerships with state and federal legislations, SDSU officials, SDSU student association, school board, county board and township board officials. Goal #4 Fiscal Responsibility Strategy A (Reserves) Continue the practice of officially dedicating undesignated reserves for specific projects. Strategy B (Debt levels) Strategically schedule issuances of debt so their placement accomplishes the highest level of prudent capital investment while maintaining the highest level of financial stability. Strategy C (Core Services Plan) In light of current economic and fiscal constraints, staff shall develop optimal budget scenarios describing basic or ‘core’ services in addition to the traditional budget proposal. Such format shall follow outcome based performance budgeting parameters. Strategy D (Subsidy Funding) City shall notify subsidy recipients early in the budget process that a policy limiting subsidies to current year’s levels will guide final budget decisions, past funding is not guaranteed, and awarded amounts may be adjusted during the year. Goal #5 Governance Strategy A (Budget development) Implement initiatives designed to solicit and secure public input through public forums on performance based budgetary issues and spending priorities. Strategy B (Public education, openness in government) Implement initiatives to inform and educate the public about the workings of their city government through various mediums such as website, cable TV, surveys and newsletters. Strategy C (Council training and development) Provide training opportunities such as the National League of Cities Conferences, South Dakota Municipal League and others that invest in elected officials’ education and training. City Council Packet March 10, 2009 29 CONSENT AGENDA: F. Action on an appropriation for Downtown holiday decorations. None of the old Christmas decorations formerly used on Main Avenue are suitable for re-use with the new Streetscape. The Design Committee of DBI, with input and consensus from city officials, has chosen a new type of decoration that is attached to each street light pole. Three styles of decorations were chosen, one (wreath with bell) for intersection bump-out poles, a second (wreath with candles) for the rest of Main Avenue. A third (spray) style was chosen for Fourth Street. All decorations include bulb lighting on each. Each pole also receives unlighted garland wrap from the flower basket up to the light. The decorations would mount easily on each light pole, and plugins are already on each pole. We have chosen to purchase from Wayne Mfg. of Chariton, Iowa. They furnished the current decorations purchased many years ago and have done a good job of providing needed replacement parts over the years. We did receive a quote for a somewhat similar product from another company in Minneapolis, however, there was very little price difference and not everything was comparable. Christmas decoration companies traditionally offer huge discounts off list price during this time of year. The quoted discount from Wayne Mfg. is 50% off list and we have their catalog prices to verify. Their quote does not include approximately $570 freight, which would bring the total cost to about $14,635. Christmas decorations were not originally included as a line item in the Streetscape budget, however they are a key component in doing a complete project, along with street furniture, benches, etc., which were in the budget. Construction has moved along quite nicely without a great expenditure from contingency and there was a rather large Change Order deduction by purchasing pedestrian bollards separately with installation by the city. Recommendation is that this purchase be authorized as coming from contingency funds. February 24, 2009 City of Brookings – Parks & Rec/DBI Attn: Allen 221 Main Ave. Brookings, SD 57006 We are pleased to submit this PROPOSAL for your Christmas Decorating Program. ALL decorations are covered by our 4 Season Warranty on a NON-Prorated basis and backed by over 30 years experience in the industry. PROPOSAL Price if Purchased by Mar. 11, 2009 Extension 10 - #LA-07-77-IC – 3’ side mount Spray $ 166.00 $1,660.00 154 watts/13# - List Price $332.00 26 - #LA-04-70-I – 36” Bell Wreath with Bow 236.00 6,136.00 268 watts/20# - List Price $473.00 29 - #LA-905-I – 36” Tri-Candle Wreath 195.00 5,655.00 288 watts/20# - List Price $390.00 Includes all mounting hardware & 10% extra bulbs. Natural/Silver garland – clear C-9 bulbs. All decorations are double sided. 65 – 9’ - #94-13 – 5 ½” Natural/Silver Pole Wrap 9.45 614.25 $ 14,065.25 PRICES GOOD UNTIL: March 11, 2009 TERMS: 50% Down Payment with order, Net 30 days after shipment FREIGHT: Prepay/add If you have any questions about our products, program or service, please call us at 1-800-448-9627 and we will be at your service! YOU CAN DEPEND ON US! Ken Burger KB:pjs City Council Packet March 10, 2009 34 CONSENT AGENDA: G. Action on bids for aerial lift truck for Forestry Dept. We received two bids on March 3rd for the aerial lift truck for the City Forestry Dept. Staff is analyzing bids to determine whether specifications were met for each truck. Low bid is a machine with which the city is somewhat unfamiliar and has not been demonstrated prior to bidding. A hands-on demonstration by our Forestry crew is a requirement before we purchase. It is possible a recommendation will be available prior to the March 10th council meeting, but more likely awarding the bid will be postponed until March 24th. BID TAB ABM Altec AERIAL LIFT TRUCK Hopkins, MN Ft.Wayne, Indiana MARCH 3, 2009 BASE BID - One (1) Aerial Lift truck as per specifications LUMP SUM $143,914 $119,806 ALTERNATE OPTION 1 Manual transmission to replace automatic transmission DEDUCT ($1,060) ($1,200) ALTERNATE OPTION 2. FOB Brookings, SD ADD $275 $1,400 ESTIMATED DATE OF DELIVERY 200-240 days 150-180 days City Council Packet March 10, 2009 35 CONSENT AGENDA: H. Action on Resolution No. 21-09, STP-Urban System Priority List. The South Dakota Department of Transportation (SDDOT) allocates funding for urban systems projects using 81.95% federal funds and 18.05% state funds. They require the City to submit a resolution outlining the projects for the next 5-years based on our best estimate of future needs. The current Statewide Transportation Improvement Plan (STIP) for Brookings has two projects listed: New construction of 34th Avenue from 6th Street to Prince Drive in 2010 and Mill and Overlay for Medary Avenue from 6th Street to 15th Street South in 2012. These projects are still both scheduled for construction, and 34th Avenue is currently in the design phase. The process for projects is much lengthier due to the federal rules involved. Typically, projects take approximately 2 years from the time they are placed on the STIP to construction. The SDDOT must process agreements and other documents, obtain environmental clearances, review plan design, obtain right-of-way clearances, bid the project and finally construction. There has been some information regarding the stimulus package and transportation funding. SDDOT has indicated they anticipate placing any excess stimulus funds into each City’s Urban STP Fund, however, we do not know the exact amount. If Brookings does receive additional funds, then we could add additional projects to the STIP in the future. This resolution will approve the STIP for Brookings. City Council Packet March 10, 2009 36 Resolution No. 21-09 STP-Urban System Priority List WHEREAS, the City of Brookings has designated certain streets to be included in the STP- Urban System of Streets as defined by the SDDOT; and WHEREAS, the SDDOT has designated certain funds, Federal and State to be used for construction, reconstruction and major repair of the STP-Urban System Streets; and WHEREAS, the City of Brookings has been requested to establish a priority list of projects to be considered for funding by the SDDOT; NOW, THEREFORE, the City of Brookings hereby resolves that the following projects be considered in the order listed: Priority Bid No. Project Location Year Type of Work Length (mi.) Cost 1. 34th Ave from US 14 to Prince Drive 2010 Grading, Curb & Gutter, 0.7 $1,250,000 2. Medary Ave. S. from 20th St. S. to 32nd St. S. 2012 Milling & Asphalt Overlay 1.6 $1,000,000 & Pavement Markings Passed and approved this 10th day of March 2009. CITY OF BROOKINGS __________________________________ Mayor ATTEST: ______________________________________ City Clerk (SEAL) City Council Packet March 10, 2009 37 CONSENT AGENDA: I. Action on Resolution No. 22-09, Resolution Directing Preparation of Assessment Roll, Dividing Assessments Into Installments, And Providing For the Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs). The 2008-01SWR Sidewalk and Curb & Gutter repair project was a project to replace landowner sidewalks causing trip hazards. The project was completed in 2008 and the final change order was approved. The City Engineer is proceeding with the assessment process to bill the property owners for their sidewalk construction costs. The assessment cost is for each landowner is calculated by using their specific sidewalk cost plus the 6% engineering and administration fee. Resolution 47-08 authorized the sidewalk assessment project. This resolution directs the preparation of the assessment roll and outlines the actual total cost of the sidewalk repairs completed in the 2008- 01SWR project. There will be two future resolutions; one to set the hearing date and one to levy the sidewalk assessment. This resolution directs staff to calculate the actual cost of the sidewalk repairs for each property owner and prepare the assessment roll. City Council Packet March 10, 2009 38 Resolution No. 22-09 Resolution Directing Preparation Of Assessment Roll, Dividing Assessments Into Installments, And Providing For The Collection Thereof For Sidewalk Assessment, Project 2008-01SWR (2008 Sidewalk Repairs) BE IT RESOLVED by the City Council of the City of Brookings, South Dakota, as follows: 1. More than twenty days have elapsed since the adoption and publication of Resolution 47- 08, a Resolution Determining the Necessity of Repairing or Installing Sidewalks for Sidewalk Assessment Project No. 2008-01SWR. The referendum has not been invoked, and no written protests against the making of said improvement have been filed with the City Manager. 2. A contract for Sidewalk Assessment Project No. 2008-01SWR has been duly executed, and the City Council is authorized to levy special assessments pursuant to the provisions of chapter 9-43, SDCL 1967, as amended. 3. The City Engineer has caused an estimate of the expense of the work to be made and filed in City Hall showing the total cost of said improvement as follows: Contract price $31,166.45 Engineering, inspection, fiscal, legal expense, publication 403.90 Total Expense $31,570.35 4. The total cost of said improvement shall be paid as follows: City Repair Costs $ 24,434.80 Assessable costs $ 6,731.65 5. There shall be made and filed in the office of the City Clerk an assessment roll for said improvement. The assessments shall be on the basis of benefits upon each lot or tract of land contiguous to the sidewalk constituting said improvement. 6. The assessment shall be divided into five (5) equal annual installments for all amounts over $300.00. For amounts of $300.00 or less, the entire assessment shall be due. 7. Unless paid to the City in advance of maturity, the assessments shall be collected by the City Manager in accordance with the procedure for Plan One in Chapter 9-43, SDCL 1967, as amended. 8. The interest rate to be borne by the unpaid installments of the special assessment is ten percent (10%). Passed and approved this 10th day of March 2009. CITY OF BROOKINGS ATTEST: Scott D. Munsterman, Mayor Shari Thornes, City Clerk City Council Packet March 10, 2009 39 CONSENT AGENDA: J. Action on Resolution No. 23-09, Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts. The South Dakota Department of Transportation has a supportive role in the bridge inspection program. The National Bridge Inspection Standards (NBIS) Program requires inspection of all bridges and box culverts. According to Title 23, Section 151, United States Code and Title 23, Part 650, Subpart C, Code of Federal Regulations, all bridges are required to be inspected at intervals not to exceed two years with the exception of reinforced concrete box culverts that meet specific criteria. The City of Brookings has three bridges and one box culvert. Brookings’ box culvert is required to be inspected ever two years, as it does not meet the criteria for four year inspection. One big advantage to following the above standards is the Federal Bridge Replacement Funds can be utilized to hire consultants for the inspections. SDDOT will secure the federal approvals, make the payments to the Consulting Engineer for inspection services rendered, and bill the City for 20% of the cost. The City of Brookings will be responsible for the required 20% matching funds. This is a great benefit to the City, as SDDOT pays for 80% of the inspection costs from the bridge replacement funds. This is also one of the few federal mandates that is partially funded. We have chosen Clark Engineering Corporation as the consultant for this project. Their company has experience with bridge inspections, although this will be their first bridge project in Brookings. To give the Council an approximate cost, the 2007 inspection was $1150, of which $230 was the City’s share. We expect the 2009 cost will be in the approximate amount. This resolution will authorize the SDDOT to enter into a contract with Clark Engineering Corporation for the bridge inspection program for Brookings. City Council Packet March 10, 2009 40 Resolution No. 23-09 Bridge Reinspection Program Resolution For Use With SDDOT Retainer Contracts Whereas, Title 23, Section 151, United States Code and Title 23, Part 650, Subpart C, Code of Federal Regulations, requires initial inspection of all bridges and reinspection at intervals not to exceed two years with the exception of reinforced concrete box culverts that meet specific criteria. These culverts are reinspected at intervals not to exceed four years. Therefore, the City of Brookings is desirous of participating in the Bridge Inspection Program using Bridge Replacement funds. The City of Brookings requests SDDOT to hire Clark Engineering Corporation (Consulting Engineers) for the inspection work. SDDOT will secure federal approvals, make payments to the Consulting Engineer for inspection services rendered, and bill the City for 20% of the cost. The City of Brookings will be responsible for the required 20% matching funds. There are a total of four (4) bridges in the City of Brookings, South Dakota that require inspection. Dated this 10th day of March, 2009, at Brookings, South Dakota. CITY OF BROOKINGS _________________________ Scott Munsterman, Mayor ATTEST: ____________________________ Shari Thornes, City Clerk City Council Packet March 10, 2009 41 Presentations/Reports/Special Requests: 5. INVITATION FOR A CITIZEN TO SCHEDULE TIME ON THE COUNCIL AGENDA FOR AN ISSUE NOT LISTED. At this time, any member of the public may request time on the agenda for an item not listed. Items are typically scheduled for the end of the meeting; however, very brief announcements or invitations will be allowed at this time. 6. SDSU REPORT. City Council Packet March 10, 2009 42 Second Readings & Public Hearings: 7. Ordinance No. 05-09: An ordinance regulating ultimate fighting contests in the City of Brookings, South Dakota. Enclosed for Council review and action is an ordinance for regulating ultimate fighting contests in the City of Brookings. NOTE that the ordinance has been modified from the first reading version and changes are noted. Also enclosed is a memo from Tom Richter, Executive Director of the Swiftel Center, for your consideration in this matter. ACTION: Motion to approve, Request Public Comment, Roll Call City Manager Recommendation – Approve City Council Packet March 10, 2009 44 ORDINANCE NO. 05-09 AN ORDINANCE REGULATING MIXED MARTIAL ARTS (ULTIMATE FIGHTING) CONTESTS 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. CHAPTER 10, ARTICLE III. MIXED MARTIAL ARTS (ULTIMATE FIGHTING) CONTESTS Section 10-1. Purpose of Regulation WHEREAS contests advertised as ultimate fighting, extreme fighting, no holds barred fighting, full contact fighting, cage fighting, mixed martial arts contests, ground or pound challenges, or tough man contests pose a substantial risk to the health of their participants unless such activities are controlled so that the activities conform to an explicit set of rules; and WHEREAS such fighting contests pose a substantial risk to the participant’s health and safety unless the contestants are equally matched in accordance to size, experience and proficiency; and WHEREAS South Dakota law authorizes municipalities to adopt ordinances to protect the health, welfare and safety of its residents as long as State or Federal legislation has not preempted the field; and WHEREAS the State of South Dakota does not regulate ultimate fighting, extreme fighting, no holds barred fighting, full contact fighting, cage fighting, mixed martial arts contests, ground or pound challenges, or tough man contests, and the United States government does not regulate any such activities. NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Brookings, South Dakota, that: Section 10-2. Prohibition/Permit Required A. No person or other entity shall publicize or promote an ultimate fighting match to be conducted in the City of Brookings, South Dakota if the match has not been issued a permit by the City of Brookings. B. No person or other entity shall conduct or engage in an ultimate fighting match or contest within the corporate boundaries of the City of Brookings, South Dakota, unless such match has been permitted by the City of Brookings. City Council Packet March 10, 2009 45 C. No ultimate fighting match or contest may be conducted within the corporate boundaries of the City of Brookings even if permitted unless the facility at which the contest or match is conducted or the promoter has insurance that will cover injuries to the participants in an amount of at least Five Hundred Thousand Dollars ($500,000) per incident and the facility has a general liability policy and excess umbrella coverage totaling a minimum amount of One Million Dollars ($1,000,000) per occurrence. D. All participants shall be at least eighteen (18) years of age and provide proof of their age to the promoter and shall be notified by the promoter of the risks and shall be required to sign a liability waiver which provides that the participant assumes all risks and agrees that the City shall not be liable for any damage or liability of any kind resulting from the participant’s participation in the event, match or contest. Section 10-3. Permit A. Any person or other entity intending to conduct an ultimate fighting event, match or contest as defined in this ordinance must secure a permit at least ten (10) days prior to the event, match or contest. B. The person or entity seeking a permit to conduct an ultimate fight event, match or contest as defined in this ordinance must file an application with the Brookings City Clerk or such other person or department as the City Manager may designate from time to time. C. The following items must be submitted with the application: 1. The name and address of the person or persons or entity owning the facility in which the event, match or contest will be held. 2. The name and address of the person or persons promoting the event, match or contest. 3. Payment of the permit fee in the amount of One Hundred Fifty Dollars ($150). 4. A certification of insurance showing coverage for injuries to participants in an amount of at least Five Hundred Thousand Dollars ($500,000) per incident (Fighter Medical Insurance). 5. A certification of insurance showing the promoter or venue has a general liability insurance policy and/or umbrella liability policy totaling a minimum amount of One Million Dollars ($1,000,000) per occurrence incident, and the applicant’s insurance shall name the city as an additional named insured. 6. The name and address of the official or officials (referees) that will officiate the event, match or contest. together with a copy of the official’s current license or certification issued by a sanctioning body. 7. A description of the security to be employed at the event, match or contest. 8. A list of the names of the Medical staff to be present at the event, match or contest. At a minimum this staff must include a physician or licensed EMT and ambulance on site. City Council Packet March 10, 2009 46 9. A copy of the rules established by any nationally recognized organization which engages in sanctioning matches or contests either nationally or regionally. provided the region includes the State of South Dakota. Section 10-4. Required Rules Any event, match or contest must be conducted in accordance with all rules established by any nationally recognized organization which engages in sanctioning matches or contests either nationally or regionally., provided the region includes the State of South Dakota. The sanctioning body must have adopted a set of rules governing the manner in which the matches or contests will be conducted and the sanctioning body must also have established licensed officials who supervise all sanctioned events. Section 10-5. Official/Referee/Rules The official/referee for any event, match or contest shall be certified by follow the rules established by a national sanctioning body or a regional sanctioning body. whose region includes the State of South Dakota. Section 10-6. Definitions A. Sanctioning Body. A sanctioning body is any nationally recognized organization which engages in sanctioning matches or contests either nationally or regionally., provided the region includes the State of South Dakota. The sanctioning body must have been in existence a minimum of five (5) years and be able to demonstrate that the sanctioning body has safely and successfully sanctioned ultimate fighting events for at least three (3) years. The sanctioning body must have adopted a set of rules governing the manner in which the matches or contests will be conducted. and the sanctioning body must also have established licensed officials who supervise all sanctioned events. B. Serious Bodily Injury. An injury that creates a substantial risk of death or substantial risk of serious permanent disfigurement, unconsciousness, extreme pain, or permanent or protracted loss of the function of a bodily member or organ. C. Ultimate Fighting. Any activity, including but not limited to extreme fighting, no holds barred fighting, full contact fighting, cage fighting, mixed martial arts contests, ground or pound challenges, or tough man contests which do not allow or permit any of the following: 1. The use of anything that is not part of the human body to intentionally inflict serious bodily injury upon an opponent through direct contact or the expulsion of a projectile. 2. Striking a person who is unable to protect himself or herself from the advance of an opponent. 3. Allowing continued contact with a person who has been injured to a point where the person is unable to protect himself or herself or where continuing the City Council Packet March 10, 2009 47 contest or match exposes the person to substantial risk of further serious bodily injury. 4. Direct and forceful strikes to the eyes, groin, throat or neck. or temporal area of the head unless such area is adequately protected to prevent injury. Section 10-7. Severability The invalidity of any portion of this ordinance shall not affect the validity of the remaining portion of the ordinance, which shall remain in full force and effect. Section 10-8. Revocation A. The City Manager may revoke a permit required under this chapter at any time if information is obtained after the permit is issued from which the City Manager may reasonably conclude that the permit should have been denied. B. The City Manager may revoke the permit if it is found that: 1. The person, group, association, or body which had been authorized under the permit has deviated or will deviate from what was approved in the permit; 2. The contestants are violating the law or permit conditions; or 3. Other emergency conditions require the event to be terminated to protect public safety. Section 10-9. Penalty Any person or other entity who violates this ordinance may be fined up to Two Hundred Dollars ($200) for each violation. Each match or contest conducted in violation of this ordinance constitutes a separate offense. II. All ordinances in conflict herewith are hereby repealed. FIRST READING: ______________________________________________ SECOND READING AND ADOPTION: ____________________________ PUBLISHED: __________________________________________________ CITY OF BROOKINGS, SOUTH DAKOTA ATTEST: Scott D. Munsterman, Mayor Shari L. Thornes, City Clerk City Council Packet March 10, 2009 48 Other Business: 8. Presentation of City of Brookings 2008 Annual Financial Report. To: Mayor, City Council, and City Manager From: Jeffrey W. Weldon, City Manager RE: Annual Financial Report Following please find the 2008 “Unaudited “Annual Financial Report for the City of Brookings. As per SDCL 9-22-21 we are required to report to the governing body at the first regular meeting in March the receipts, expense and financial condition of the municipality, including where the City’s funds are deposited. Please note this report is unaudited and it is anticipated that adjustments will be made. The final audited report will be presented to the Council at a later date. Action: Informational Undesignated 568 066 605 857 041 487 215 410 ****** UNAUDITED ******** ANNUAL REPORT FOR CITY OF BROOKINGS AS OF AND FOR THE YEAR ENDED DECEMBER 31, 2008 GOVERNMENTAL FUNDS General 2nd Penny Sales Other Governmental Total Fund Tax Fund Funds Governmental Funds Beginning Balance 7,896,907 7,731,883 3,111,194 18,739,984 Revenues and Other Sources: Property Taxes 2,011,384 2,011,384 General Sales and Use Taxes 5,034,114 5,023,927 617,286 10,675,327 Amusement Taxes 1,680 1,680 911 Telephone Surcharge 170,816 170,816 Penalties and Interest on Delinquent Taxes 3,433 237 3,670 Storm Drainage Tax 522,030 522,030 Licenses and Permits 258,130 258,130 Federal Grants 42,495 42,495 State Grants 2,052 2,052 State Shared Revenue:357,660 Bank Franchise Tax 62,054 62,054 Liquor Tax Reversion 112,600 112,600 and Bridge Fund 208,217 208,217 County Shared Revenue: County Road Tax (25%)3,978 3,978 County HBR Tax (25%)57,687 57,687 County Wheel Tax 26,184 26,184 County Payments in Lieu of Taxes 25,000 25,000 Charges for Goods and Services: General Government 1,365 1,365 Public Safety 6,090 6,090 Public Works 8,858 8,858 Health 12,077 12,077 Culture and Recreation 627,532 1,017,187 1,644,719 Other 227,001 227,001 Court Fines and Costs 77,927 77,927 Library 28,096 28,096 Investment Earnings 207,703 168,882 8,099 384,684 Rentals 70,659 5,390 76,049 Special Assessments 48,565 48,565 Contributions and Donations from Private Sources 86,772 61,600 1,250,000 1,398,372 Sale of Municipal Property 25,000 25,000 Proceeds from Debt 399,073 Other 344,897 361,778 706,675 Total Revenue and Other Sources 9,317,888 5,254,409 5,013,218 19,585,515 Expenditures and Other Uses: Legislative 75,150 75,150 Executive 440,007 440,007 Financial Administration 527,886 527,886 Other General Government 1,251,040 1,251,040 Police 2,310,360 2,310,360 Fire 587,852 587,852 Other Protection 21,823 387,092 408,915 Highways and Streets 1,963,970 3,561,872 5,525,842 Engineer 591,922 591,922 Animal Control 83,448 83,448 Recreation 767,118 100,000 .867,118 Parks 2,104,515 2,104,515 Libraries 909,485 33,197 942,682 Auditorium 0 1,675,599 1,675,599 Historical Preservation 21,353 21,353 Economic Development and Assistance (Industrial Development)150,000 1,859,265 2,009,265 Debt Service 233,264 2,385,544 2,618,808 Total Expenditures and Other Uses 11,889,193 2,635,544 7,517,025 22,041,762 Transfers In (Out)2,406,575 (2,179,517)2,479,664 2,706,722 Changes in Reserves (23,503)687,207 663,704 Increase/Decrease in Fund Balance (188,233)439,348 663,064 914,179 Ending Balance: Reserved 3,140,608 5,565,374 2,732,776 11,438,758 Undesignated 4,568,0664, ,2,605,8572, ,1,041,4871, ,8,215,4108, , Governmental Long-term Debt 16,718,251 ****** UNAUDITED ******** PROPRIETARY FUNDS Other Enterprise Electric Health System Telephone Funds Beginning Balance 28,289,892 37,457,819 19,137,005 34,309,118 Revenues 17,875,006 31,027,345 32,890,535 17,369,454 Expenses (15,654,670)(28,663,733)(29,784,512)(14,839,876) Transfers In (Out)(1,088,000)0 (625,000)242,343 Ending Balance: Restricted 18,481,209 997,308 2,288,273 17,234,730 Unrestricted 10,941,019 38,824,123 19,329,755 19,846,309 Long-term Debt 5,841,417 0 27,779,137 2,105,256 The preceding financial data does not include fiduciary funds or internal service funds. Information pertaining to those activities may be obtained by contacting the municipal finance officer at 697-8639. Municipal funds are deposited as follows: Depository Amount First Bank & Trust 39,435,206 FHLB (First Bank & Trust Wealth Mgmt)2,000,000 Wells Fargo 24,330,621 Dacotah 4,348,761 Metabank 2,166,752 BankStar 250,000 Home Federal 96 Security National 89,906 City Council Packet March 10, 2009 51 Other Business: 9. Discussion and possible action on a request from the Brookings Area Transit Authority (BATA) for bus relocation land location. To: Mayor and City Council Jeffrey W. Weldon, City Manager From: Mike Struck, Community Development Director Re: BATA Land Discussion The Brookings Area Transit Authority (BATA) has an opportunity to receive federal transit funds for construction of a new transit facility. BATA has been working with staff on potential site locations. The City of Brookings owns a 1.7 acre parcel in the Telkamp Industrial Park abutting Prince Drive and 34th Avenue. Staff initiated discussions with the adjacent property owner to gauge their level of interest in a land exchange for another city-owned parcel north of the property owner. The private owners were not interested in a land exchange. Staff also discussed the riding area east of the Larsen Ice Arena as a possible location. BATA indicated the site was not desirable as it displaces the riding area, which serves 4-H events as well as events at the Swiftel Center. Brenda Schweitzer, Executive Director of BATA, will be at the council meeting to answer any questions. Staff is seeking council direction in a location and the intent is to prepare a land lease agreement for council review and approval at a future council meeting. Action: Motion to Approve, request public comment, roll call City Manager Recommendation – Approve City Council Packet March 10, 2009 54 Other Business: 10. Action to approve a Memorandum of Understanding between the City of Brookings and South Dakota Board of Regents regarding the Innovation Campus. TO: Mayor and City Council Members FROM: City Manager Jeff Weldon RE: Memorandum of Understanding regarding the Innovation Campus Attached is a proposed Memorandum of Understanding (MOU) between the South Dakota Board of Regents and the City of Brookings pertaining to the Innovation Campus. This document is developed as a result of the attempt to revise the current ground lease between the Board of Regents and the Growth Partnership to make it bankable and marketable to developers. During negotiations over the revised ground lease, concerns were raised by Mayor Munsterman about the termination clause in the ground lease between the Board of Regents and the Growth Partnership. Even though the possibility of termination of the lease between the Growth Partnership and the Board of Regents is remote, Mayor Munsterman felt the city needed to be protected and be allowed equal control in making the decision regarding a potential successor to the lease. The City of Brookings is about to make a significant financial interest in the initial development of the research park with infrastructure. To remedy this concern, the Growth Partnership has suggested an MOU which mutually enjoins the Board of Regents and the City of Brookings to undertake the selection and engagement of a successor organization, in the event this is required. The MOU was developed by myself and reviewed by our city attorney to our satisfaction. This will give the City protections insuring our concerns will continue to be met. Staff recommends approval of the Memorandum of Understanding. It has already been agreed to by the Board of Regents. Action: Motion to Approve, request public comment, roll call City Manager Recommendation – Approve City Council Packet March 10, 2009 55 MEMORANDUM OF UNDERSTANDING By and Between the City of Brookings, a South Dakota municipality, and the South Dakota Board of Regents WHEREAS, in furtherance of the development of the South Dakota State University Innovation Campus, a university-related research park operated pursuant to a ground lease with the South Dakota Board of Regents by the South Dakota State University Growth Partnership, the City of Brookings has undertaken to finance (see Exhibit A), to construct and to maintain necessary infrastructure; and NOW THEREFORE, the parties do hereby agree that the City of Brookings and the South Dakota Board of Regents have a common interest in the successful development and operation of the South Dakota State University Innovation Campus and that it is in their mutual interest to insure that both parties have the opportunity to advance their interests in the event that a successor to the Growth Partnership is required, thus, the parties hereby agree to mutually undertake the selection and engagement of a successor for a ground lease in order to further their common interest. _________________________________ ____________________________________ Scott Munsterman, Mayor Harvey C. Jewett, President City of Brookings South Dakota Board of Regents ATTEST: ___________________ ________ Shari Thornes Date: City Clerk City Council Packet March 10, 2009 56 EXHIBIT A INFRASTRUCTURE COSTS INCURRED FOR THE SDSU INNOVATION CAMPUS Pursuant to the approved development plan, infrastructure improvements include: Streets, curb and gutters Sidewalks Storm drainage systems Natural gas distribution systems Sanitary sewer systems Water distribution systems Fire protection systems Landscaping Electrical systems Streetlighting Signage Telecommunications systems Estimated cost of above improvements prior to bidding: $4,215,850 The estimate will be replaced with the actual contract amount when a construction contract is awarded by the Brookings City Council. City Council Packet March 10, 2009 57 Other Business: 11. Presentation of 2008 Annual Reports from City Boards, Committees & Commissions In compliance with the City’s Governance and Ends Policies, each city volunteer board, commission and committee has provided its 2008 annual report of activities to the City Council for informational purposes. If the Council has questions regarding a specific board report, that group would be invited to a future meeting to respond to questions. 1) Airport Board 2) Board of Adjustment 3) Board of Appeals 4) Board of Health 5) Brookings Committee for People who have Disabilities 6) Historic Preservation Commission 7) Human Rights Committee 8) Library Board 9) Park & Recreation Board 10) Planning Commission 11) Traffic Safety Committee City Council Governance and Ends Policy 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. 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: 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. 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. Unless otherwise specified by the Council, the City Manager will coordinate the activities and reporting functions of all citizen advisory boards and committees. The City Manager will base his guidance of citizen advisory boards and committees on Ends Policies established by the Council. The Mayor, with advice and consent of the Council, will make all appointments to citizen advisory boards and committees. City Council Packet March 10, 2009 58 Upon recommendation of the City Manager, the Council may approve the creation of ad hoc committees to assist the City Manager or his staff. 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. The Council asks the City Manager to create and regularly update an orientation packet for each new volunteer that includes relevant Ends Policies. 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. Staff will provide regular summaries of citizen committee work to the Council. Action: Informational BROOKINGS AIRPORT BOARD Year 2008 Annual Report PURPOSE Under the City Manager/Council form of government and the rewrite of the city ordinances, the Airport Board’s function is advisory. The ordinance states: Section 18-42 Advisory Role The Airport Board is advisory to the City Manager and Council on matters concerning the city airport. PROGRAMS AND SERVICES The Airport Board, at its monthly meetings, receives reports on the operation of the airport from the Airport Manager, City Engineer, airline representative, FBO, and any other interested parties. It reviews proposed construction plans for the airport. It recommends leases of airport land for hangars and for farming. It reviews the operations of all facets of the airport and makes recommendations for improvements as necessary. The Airport Board reviews all concerns and complaints in an effort to resolve the issues. VOLUNTEER AIRPORT BOARD MEMBERS Jeff Boulware is a retired Deputy Operations Group Commander from the Air Force. He is now the head of the Aviation Program at South Dakota State University and highly active in their new flight training program. Jeff has served on the Board since May 2006. He owns a Moony aircraft and a hangar at the airport. Jim Bailey is a retired veterinarian. He is presently serving his second stint (beginning in 2000) on the Airport Board. Bailey spends a portion of just about every day in his hangar at the airport as he is restoring a Gull Wing Stinson. He has been working on it for several years. He has held a pilot’s license for 45 years. His first flying hours were in a Piper Cub before Pearl Harbor. Harry Forsyth began flying in 1952 piloting fixed wing aircraft and helicopters. He racked up flying hours in the US Army, at SDSU for ten years and with the National Guard for 33 years. He has a total of 7,000 flying hours. Harry has served on the Airport Board since 1994. Lynn Riedesel is a retired Captain from Northwest Airlines and has over 25,000 flying hours. Lynn owns a Bonanza, an Extra and is a partial owner of a Cub at the airport. He loves to fly these airplanes as well as the King Air that is based at the airport. Lynn also owns a hangar at the airport. C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\AnnualReportAirportBoard2008 - Mike.doc 1 C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\AnnualReportAirportBoard2008 - Mike.doc 2 Orv Smidt is the newest member of the Airport Board. Orv brings a wide variety of experience to the Airport Board. He is a retired Army Aviator. He also held many positions during his time in the Army including Air Traffic Control Battalion Commander and Airspace Manager for the Department of the Army. Orv was in the State House of Representatives for eight years and the State Senate for four years. He was on many committees during this time including six years on the appropriations committee. PERFORMANCE MEASUREMENT Thirteen meetings were held in 2008 and there were a total of 53 volunteer hours spent in meetings. On average, the meetings were an hour and forty-five minutes in duration. Each member spent additional time in preparation for the meetings. EXPENDITURE REPORT The only direct expenditures by the City in 2008 on behalf of the Airport Board were the expenses of (2) members and one City Councilor to attend the Annual Airport Conference held in Deadwood, SD. The cost to the Airport Board, for rooms and registration in Deadwood, was approximately $300. YEAR END ACCOMPLISHMENTS • Sent a letter of support to Dennis DeVaney, USDOT, supporting Great Lakes Aviation as the Essential Air Service carrier for Brookings • Approved leases, lease transfers, and amendments • Decided on implementing new uniform hangar regulations for the airport • Assisted with finalizing the Fixed Base Operator (FBO) agreement • Recommended to the City Council to raise the current rate of the land leases at the airport to $0.11 per square foot • Approved the FBO Agreement for Pheasant’s Fury, LLC • Approved an Alpha Eta Rho fly-in • Voted to not allow temporary hangars to be placed on the airport AIRPORT BOARD GOALS AND OBJECTIVES FOR 2009 • To ensure the safety of residents, pilots and passengers by maintaining a hazard-free airport. • To provide a first class aviation facility for economic development and the regional community • To meet and exceed all FAA, TSA and State requirements for the airport • To increase revenue provided by landing fees, terminal rent, land leases, fuel sales, hangar leases and other sources of revenue 3/3/2009 City of Brookings Board of Adjustment Year 2008 Annual Report PURPOSE The Board of Adjustment is a quasi-judicial board that may, in appropriate cases and subject to appropriate conditions and safeguards, make special exceptions or grant variances to the terms of the zoning ordinance. PROGRAMS AND SERVICES The Board of Adjustment hears appeals by any person who is seeking relief from the strict application of the zoning regulations. In reviewing an application, the Board of Adjustment may, in conformity with state law, reverse, modify, or affirm, wholly or partly, the regulations(s) set forth in the zoning ordinance. The concurring vote of three- fourths of the members of the board is necessary to decide in favor of the applicant or to effect any variation in the zoning ordinance. PERFORMANCE MEASUREMENT The Board of Adjustment generally holds meetings on the first and third Thursdays of each month. In 2008, the Board held 17 meetings and acted on 54 variance requests and 2 special exceptions (Joint Jurisdiction Area). The following variance requests were received for consideration: 1. 13 – build closer to the front lot line 2. 10 – build closer to the rear lot line 3. 6 – build closer to a side lot line 4. 5 - building a higher fence in a front yard 5. 4 – installing a second access drive 6. 3 – establish fewer parking spaces 7. 3 - establish front yard parking 8. 2 – building larger accessory buildings 9. 1 – each for a. erecting a larger sign b. establishing a narrower lot width c. erecting a taller building d. expanding a nonconforming use e. parking in a required landscape area f. providing less landscaping g. Allowing less than required 2/3rds landscaping in one area h. Erecting an accessory building below the base flood elevation C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\BOA report 2008.doc 3/3/2009 C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\BOA report 2008.doc The special exceptions (conditional uses) involved an Outdoor Storage lot and a Citizen’s Drop-off Site for Recyclables/Household Hazardous Waste Site in a Business B-3 District. Both requests were denied. The Board of Adjustment approved 38 variance requests, modified and approved 5 requests and denied 11 requests. EXPENDITURE REPORT Funding and staff time associated with the Board of Adjustment was budgeted through the Engineering Department in 2008. GOALS AND OBJECTIVES FOR 2009 The Board of Adjustment strives to apply the regulations established in the zoning ordinance and the powers afforded them through state law to produce consistent decisions. The Board heard 21% more variance requests in 2008 as compared to 2007. A review of the ordinance will be undertaken to see if modifications are warranted in specific areas. In addition, staff is planning to provide field trips for the members in order to observe the effect that approved variances had on adjacent property. UNMET NEEDS None Board of Appeals Year 2008 Annual Report PURPOSE The Board of Appeals is a statutorily created board. The amendment to Section 112 of the International Building Code states: 112.1 and R112.1. General. In order to hear and decide appeals or orders, decisions or determinations made by the building official relative to the application and interpretation of this code, and to determine the suitability of alternate materials and methods of construction, there shall be and is created a board of appeals consisting of members who are qualified by experience and training to pass on matters pertaining to building construction and who are not employees of the jurisdiction. The building official shall be an ex-officio member of and shall act as secretary to such board, but shall have no vote on any matter before the board. The board of appeals shall consist of five members. Each member shall be appointed for a term of five years. The successors shall be appointed upon the expiration of the respective terms to serve five years. A vacancy shall be filled by the mayor with the concurrence of the city council for the unexpired term of any member who resigns, dies or is removed. The board of appeals shall elect a chairperson and vice-chairperson from its members. They shall adopt rules of procedure for conducting the business of the board of appeals, and shall render all decisions and findings in writing to the appellant with a duplicate copy to the building official. 112.2 and R112.2. Limitations of authority. The board of appeals shall have no authority relative to the interpretation of the administrative provisions of this code, nor shall the board be empowered to waive requirements of this code that pertain to or affect life safety. The Board of Appeals also performs these same functions for the Uniform Fire Code and the Fire Marshall. PROGRAMS AND SERVICES The Board of Appeals meets on call and generally renders an immediate decision after hearing all of the information presented. MEMBERSHIP The members of the Board of Appeals are as follows: Spencer Hawley, Chairperson, is an insurance company owner Ray Froehlich is a retired Building Inspector Dick Anderson is a masonry contractor C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\Annual Report Appeals 2008.doc 1 C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\Annual Report Appeals 2008.doc 2 Dan Rettedal is a local contractor Gerald Foster is a local plumber PERFORMANCE MEASUREMENT During 2008, there was one meeting to discuss adoption of the 2006 International Building Code and International Residential Code for a total volunteer time of five hours. There were no citizen requests. EXPENDITURE REPORT No funds were expended for the operation of the Board of Appeals in 2008. GOALS AND OBJECTIVES FOR 2009 • Meet on call within seven (7) days of a request for a hearing on an order or determination made by the Building Official or the Fire Marshall. • Review possible amendments to the International Building Code. UNMET NEEDS None Board of Health Annual Report 2008 Membership for 2008 Dr. Merritt Warren Jesse Ronning Roberta Wagner LuAnne Napton Trish Matson Buus Pat Lyons Paul Irwin Emil Klavetter Karen Cook The membership consists of nine members that represent industry, transportation, economics, environmental concerns, governmental institutions, the county commission, business, agricultural business, and a licensed physician. Purpose The Board of Health provides general supervision over the sanitary conditions of the city, the operation of the Brookings Regional Landfill, and the city solid waste collection system. In addition, the Board of Health will provide the City Council and city staff with advice and information as they may require in regard to the public health, and in the functions of the Brookings Regional Landfill and the city solid waste collection operation. Programs and Services The Board of Health is involved in the review of the budget and operations of the landfill, the collection of refuse, yard waste program, and the recycling collection program. In addition, the annual Spring Cleanup, the Paint Exchange Program, the Free Electronics Collection Event, the Free Compost Program, the Free Fall Leaf Disposal Program and the Christmas Tree Collection Program are operated under the direction of the Board of Health. The Board of Health had several major activities during the year 2008. • Participated in pandemic influenza planning and exercises. • Purchase a new Concover machine (alternate cover) to replace our 1996 machine. • Purchase a new litter vacuum machine. 1 • Had two (1) one day collection events of electronic waste (April 26 & September 20, 2008). • Begin engineering portion of permit renewal for 2009. Contract signed with Burns & McDonnell • Budgeted for electronic waste storage building for construction in 2009 ( $150,000 budgeted). • Spring Cleanup (April 7 – 26, 2008) • Paint Exchange (April 12, 2008) • S&S Tin Baling, Inc. baled 199 tons of scrap iron for revenue of $25,915.50 plus no charge for pumping Freon from 528 units (refrigerators, freezers, air conditioners, dehumidifiers, etc.) • Transferred $525,000.00 to the General Fund from the Solid Waste Fund. Performance Measurement Summary A measurement of performance for the Board of Health is the degree of success in meeting the year’s goals. There was one project that was not accomplished. A new automated garbage truck was expected to arrive in November or December of 2008 and did not. The truck was bid in December of 2007 to replace our original automated truck and is now expected to be delivered in February of 2009. The Board of Health did very well in achieving the 2008 goals. Expenditures The Board of Health has a $500 line item budget within the landfill budget. The Board of Health did spend $100.00 during 2008 for supporting the Big Sioux Water Festival. The Board of Health/Solid Waste Committee has used their money in the past for trips to look at new technology, attending workshops, buying books, or supporting the Big Sioux Water Festival. Goals and Objectives for 2009 The following are the Board of Health goals for 2009: • To continue working on planning for a pandemic influenza outbreak with other entities. • To continue to participate in the National Children’s Health Study. • Purchase a new front end loader ($225,000 plus trade-in budgeted - $198,900 plus trade-in actual bid). • Purchase a new pickup to replace our 1992 Ford ($25,000 budgeted). • Have at least (1) one day collection of electronic waste (tentatively scheduled for April 18th, 2009). • Renew Solid Waste Permit in 2009. 2 3 • Construct electronic waste storage building during 2009 ($150,000 budgeted). • Conduct Spring Cleanup (April 13 – May 2, 2009) • Hold the Annual Paint Exchange (April 25, 2009) • Discuss annual budget requests. • Goal of transferring $440,000.00 to the General Fund Unmet Needs The Board of Health does not have any unmet needs. __________________________ Dr. Merritt Warren, Chairperson Board of Health Brookings Committee for People Who Have Disabilities 2008 Annual Report Mission Statement The members of the committee serve as advocates for the rights of people in our community who have disabilities. Throughout the year, specific events are held to bring awareness and information to our citizens. Technical assistance is provided to the business community, private individuals, governmental entities, and non-profit organizations. This is a service not provided by any other entity in Brookings. Committee Purpose Membership: 11 Term: 3 years (1 year terms for one student position) Residency: 7 must be residents - non-residents may not exceed 25% of committee Legal Reference: Brookings City Code of Ordinances Chapter 2, Article V, Division 3, Section 2-171 thru 2-177, Ordinance No. 24-06, Ordinance No. 28-91, Resolution No. 35-90, SDCL Chapter 60-7 The Brookings Committee for People who have Disabilities was created in 1990 to provide a framework for community-based advocacy in the removal of mobility and attitudinal barriers faced by individuals with disabilities. The committee’s purpose directly corresponds to the City’s goal to provide a high quality of life for its citizens. The members of the committee serve as advocates for the rights of people in our community who have disabilities. Throughout the year, specific events are held to bring awareness and information to our citizens. Technical assistance is provided to the business community, private individuals, governmental entities, and nonprofit organizations. This is a service not provided by any other entity in Brookings. The goals of this committee are to improve the quality of life for people with disabilities through enhancing the knowledge base of entities in the community; and to further serve as a community- based advocacy group enhancing the ability of local entities to comply with Federal Civil Rights legislation. Results are measured by the number of interactions with the public, questions for technical assistance, and positive outcomes in advocacy situations. Committee Members Name Address Phone History Kim Wells-SDSU Student 1302 US Hwy 14 #207 695-5610 (w) lucky_lindy46@yahoo.com Volga, SD 57071 (719) 494-5134 **student term – 1 year Dona Kornbaum 617 8th St. 692-6402 (h) 01/01/01-01/01/04 Retired Brookings, SD 57006 01/01/04-01/01/07 David Bertelson 234 Trail Ridge Road 697-3100 (w) 01/01/98-01/01/99* dbmills@brookings.net Brookings, SD 57006 697-7195 (h) 01/01/99-01/01/02 Architect 01/01/02-01/01/05 *filled unexpired term 01/01/05-01/01/08 Lisa Sonnenburg 1912 7th Ave. So. 692-2039 (h) 08/01/02-01/01/05* lisasonnenburg@hotmail.com Brookings, SD 57006 691-9186 (c) 01/01/05-01/01/08 Job Developer *filled unexpired term Lonnie Bayer 811 19th Street S 692-7521 (h) 08/1/08-01/01/09* lonniebayer@yahoo.com Brookings, SD 57006 690-7521 (w) United Fire Group 692-2978 (f) *filled unexpired term Dave Miller 2038 Morningside Dr. 692-7905 (h) 05/01/07-01/01/09* dave@millsproperty.com Brookings, SD 57006 690-5873 (w) Sup. – Mills Property Mgmt. 697-3177 (f) *filled unexpired term Kurt Cogswell 1928 Moriarty Drive 688-6196 (w) 09/01/98-01/01/00* kurt.cogswell@sdstate.edu Brookings, SD 57006 695-1958 (c) 01/01/00-01/01/03 Math Professor – SDSU 01/01/03-01/01/06 *filled unexpired term 01/01/06-01/01/09 Jessie Kuechenmeister 310 14th Avenue 692-2277 (w) 05/01/05-04/01/07 jkuechenmeister@yahoo.com Brookings, SD 57006 691-1953 (c) 04/15/08-01/01/09* State Director CASA 04/15/08-01/01/09* *filled unexpired term Nancy Hartenhoff-Crooks PO Box 442 794-4571 (h) 02/01/97-01/01/00* nancy.crooks@sdstate.edu Toronto, SD 57268 688-4504 (w) 01/01/00-01/01/03 Disability Support Services - SDSU 01/01/03-01/01/06 * filled unexpired term 01/01/06-01/01/09 Jeff Vostad 608 Meadow Creek Dr. 627-5186 (h) 12/01/06-01/01/09* jjvostad@hotmail.com Volga, SD 57071 688-6653 (w) jeffrey.vostad@sdstate.edu 690-8693 (c) SDSU Program Director, TRIO Student Support Services *filled unexpired term Alan Davis 718 6th Street 688-4715 (w) 05/01/08-01/01/09* alan.davis@sdstate.edu Brookings, SD 57006 695-4448 (h) SDSU Professor Rehabilitation Counseling 688-5929 (f) *filled unexpired term Programs and Services Summary ABLE Award The A.B.L.E. Award (Ability, Belief, Leadership and Equality to Achieve Access For All) is an annual award program designed to recognize the outstanding commitment of a business or public entity in fulfilling the goals of the Americans with Disabilities Act. Highlighting the efforts of an outstanding business or entity may motivate others to provide improved accessibility to goods and services. Measurements: • 57 nominees since program started in 1996. • An average of 50 people attend council meetings when the awards are presented. The winners received extensive publicity in local media outlets. Accessible Parking Brochure A brochure summarizing accessible parking requirements was created and printed. Distribution to area businesses and other facilities with parking lots and spaces will begin in 2009. ADA Access Team Several members of the committee volunteer time to assist the City ADA Compliance Officer in the review of all city remodeling and new construction projects to include: • Arts Festival • Brookings Post Office • City Hall Parking Lot • Citywide Curb Ramp Plan • Downtown Streetscape • Election Polling Sites • Frost Arena • Improved Voting Booths • Innovation Campus • Larson Children’s Museum & Science Center • Larson Ice Center • Performing Arts Center • Review of County Polling Sites • SDSU Wellness Center • Swiftel Center Advocacy The committee responds to accessibility-related citizen needs on a case-by-case response basis. In 2008, the committee worked on solutions to citizen problems involving downtown parking and business access. Barrier Awareness Days Brookings area 3rd Grade Students learn about human differences during Barrier Awareness Days. The purpose of the event is to sensitize 3rd Grade Students to the experience of people who live with physical, mental, or emotional differences. The goal is to help children notice that it is the job of everyone to be respectful and helpful to people who live with differences, and that all citizens need to be alert to making life activities accessible to everyone. Committee members work with Brookings High School FCCLA students to lead a variety of activities. Measurements: • Annual number of participants (150 3rd Grade Students and 15 High School Students) Board Development and Training Board Development and Training provides board members with annual training opportunities through the use of local and regional individuals knowledgeable in accessibility issues. To assist the Committee in doing the best job possible, members will attend local and regional training opportunities. The Committee maintains membership in local and national disability-related organizations. The Committee invites local, state and regional guest speakers to provide in-house training. Local stakeholders will be identified and invited to all meetings. All trainings will be open to the public. A 2008 highlight was committee member Nancy Hartenhoff-Crooks attendance at the National ADA Symposium in St. Louis. Coordination with Local ADA Officials The ADA Coordinators from SDSU, Brookings County, Brookings City, and the Brookings School District are considered liaisons on the committee and are invited to all meetings. Durable Medical Equipment Drive The committee conducted a durable medical equipment drive to commemorate and publicize the anniversary of the signing of the ADA. A publicity campaign solicited donations from area residents. Committee members picked up equipment at donors’ homes and donated collected items to state Easter Seal’s Recycle for Life service. This will be a recurring but not annual committee activity. Measurements: • Number of items collected: 102 in 2007. No drive in 2008, but is scheduled in 2009. Emergency Response Disability Preparedness Project The committee is planning to create a database of information on the disability status of Brookings 911 service area citizens. This information will be integrated into the 911 emergency response system. The project is still under development, with implementation scheduled for 2009. Employment Booklet and Presentations The committee researched, wrote, and published a booklet of information related to employment of people with disabilities. The booklet is being distributed by committee members and providers of employment support services. Committee members are making PowerPoint presentations based on the material in the booklet to meetings of area government, business, and civic organizations. The booklet is available online on the city website. Measurements: • Number of booklets printed (230,000 since 2004, in multiple printings) • Number of booklets distributed (1650 in 2008) • Presentations (8 delivered to a total of 200 people) The booklet has been enthusiastically received by employment service providers and the South Dakota State Board of Vocational Rehabilitation. Hospitality Accessibility Survey The committee will conduct accessibility surveys of motels, restaurants, recreation facilities, and other visitor hospitality sites. This information will be published in print and online as a service to people planning to visit or re-locate to Brookings. A pilot project involving motels was carried out in 2008, with plans to continuously expand and update the project in the future. Measurements: • Number of sites surveyed: 5 motels (pilot project) October Awareness Month Activities The Committee actively celebrates October as National Disability Employment Awareness month with numerous activities to promote employment opportunities and bring awareness to the needs and challenges faced by people who have disabilities. Activities include hosting/organizing conferences, speakers/programs in the schools, public awareness events in collaboration with SDSU, press releases, public service announcements, feature articles, and radio show participation. Measurements: • 2008 sponsor for the annual State Rehabilitation Counselors Conference. 50 people attended, 1 article in the Brookings Register. Public Education/Material Dissemination To raise community awareness of disability-related issues, the Committee provides up-to-date information on technical assistance to help merchants and employers. The information is provided by Committee member distribution to merchants, direct mail to appropriate parties, the city website and committee-organized workshops and presentations. The technical assistance is intended as informal guidance only. Technical Assistance on the Americans with Disabilities Act The committee provides informal technical assistance to area organizations, private businesses, other governmental entities regarding implementation and compliance with the Americans with Disabilities Act. Committee technical assistance has been provided to: • Private businesses in Brookings • Brookings County – 1921 Building • South Dakota State University • Brookings School District • Brookings Summer Arts Festival parking and traffic flow advice • Lake Campbell accessible fishing dock • Crazy Days accessible parking • Other Communities: The cities of Watertown, Madison and Mitchell have expressed interest in creating a Committee. Information on the Brookings Committee including bylaws, enabling resolution, and annual report has been provided to various city officials. Committee members have traveled to Watertown, Madison, and Mitchell to discuss committee formation. 2009 Goals Ensure accessibility of the new SDSU/Community Wellness Center building and programs; Promote employment of people with disabilities; Continue to increase public awareness of the challenges and needs of people who have disabilities; Promote the abilities of people faced with challenges; Maintain a high level of coordination with South Dakota State University; and Increase Committee recognition and awareness of Committee goals. Unmet Needs Bring nationally-recognized speakers and/or training personnel to Brookings to address the committee and the general public. 1 Brookings Historic Preservation Commission 2008 Annual Report Brookings, South Dakota Department: Brookings City Clerk Mandate: In 1989, the city of Brookings adopted a historic preservation ordinance, Ordinance 5-89, which established the Commission’s purpose to allow the city to engage in a comprehensive program of historic preservation to promote the inspiration, pleasure and enrichment of the citizens of Brookings through the identification, documentation, preservation, promotion and development of the city’s historic resources. Ordinance No. 09-03 amending the original ordinance was adopted by the City Council on April 22, 2003. Primary Goal: Education City Budget Total: $3,600.00 (Level funding, city cash) Purpose/Mission Statement: The Brookings Historic Preservation Commission is committed to promoting the inspiration, pleasure and enrichment of the citizens of Brookings through the identification, documentation, preservation, promotion and development of the city’s historical resources. Powers/Authority: Pursuant to SDCL 1-19B, the BHPC may exercise the following powers, duties and responsibilities in addition to the powers, duties and responsibilities stated elsewhere in this ordinance: (1) To preserve, promote and develop the historical resources of the City; (2) To conduct a survey of local historic properties complying with all applicable standards and criteria of the statewide survey undertaken by the Office of History of the South Dakota Department of Tourism; (3) To participate in the conduct of land use, urban renewal, and other planning processes undertaken by the city; (4) To acquire fee and lesser interests in historic properties including adjacent to or associated lands by purchase, bequest or donation, with consent of the City Council. All lands, buildings, structures, sites, areas, or objects acquired by funds appropriated by the city shall be acquired in the name of the city unless otherwise provided by the City Council. These properties may be maintained by or under the supervision and control of the city. If acquired by funds other than those appropriated by the city, the lands, buildings or structures may be held in the name of the BHPC, the city or both; 2 (5) To preserve, restore, maintain, and operate historic properties which are under the ownership or control of the BHPC the city or both; (6) To acquire, with the consent of the City Council, by purchase, donation, or condemnation, historic easements in any area within the city provided the city determines the acquisition will be in the public interest. For the purpose of this section, “historic easement” means any easement, restriction, covenant or condition running with the land, designated to preserve, maintain or enhance all or part of the existing state of places of historical, architectural, archaeological or cultural significance; (7) To lease, sell and otherwise transfer or dispose of, with the consent of the City Council, historical properties subject to rights of public access and other covenants that will preserve the historical qualities of such properties and in a manner that will preserve the properties within the city; (8) To promote and conduct an educational and interpretive program on historic properties within the city; (9) To recommend ordinances and otherwise provide information for the purpose of historic preservation to the City Council; (10) To recommend to the Board of Appeals exemptions from the currently adopted Building Code or other building-related regulations pertaining to exterior features of historic property; (11) To contract with the state or the federal government, or any agency of either government, and to contract with other organizations and individuals; (12) To cooperate with the federal, state and other local governments in the pursuance of the objectives of historic preservation; (13) To investigate and report on the historical, architectural, archaeological, or cultural significance of a property under consideration for local designation by the City Council; (14) To adopt written guidelines based on the Secretary of the Interior’s Standards for Rehabilitation in order to assist owners who are making exterior changes to their historic properties; (15) To negotiate with owners of historic properties and other interested persons when the designated property may be demolished, materially altered, remodeled or relocated; (16) To assist the Local Historic District Study Committee when it investigates and reports to the City Council on proposed local historic districts; and 3 (17) To attend informational and educational programs covering the duties of the BHPC and current developments in historic preservation. Programs and Services: In August 1985, the Brookings Historic Preservation Commission became a member of the Certified Local Government program, a local, state and federal partnership. The primary goal of the Certified Local Government Program, administered by the National Park Service, is to integrate local government and historic preservation. This national initiative provides valuable technical assistance and small grants to local governments. Local, state and federal law support Brookings Historic Preservation Commission activities. To remain a Certified Local Government, the BHPC must comply with various performance measurements that include: 1. Document of volunteer hours. 2. Conduct an ongoing survey of historic resources. 3. Enforce state and local preservation legislation. 4. Submit status and completion reports on all projects. 5. Submit written requests for variations to funded projects. 6. Create and implement a preservation plan. 7. Submit an annual report per National Park Service guidelines. 8. Hold at least one public workshop annually. 9. Conduct at least one public education activity annually. 10. Attend state sponsored preservation training opportunities. In addition, the Commission must maintain at least two professional members from the disciplines of history, architectural history, architecture, archeology, planning, urban planning, American studies, American civilization, cultural geography or cultural anthropology. As outlined in certified local government requirements, two of the members are to be professionals from the disciplines of history, architectural history, architecture, archeology, planning, urban planning, American studies, American civilization, cultural geography, or cultural anthropology. At least three of the total membership must be non-professional members who represent a demonstrated interest, experience, or knowledge in historic preservation. 4 Brookings Historic Preservation Commission Membership Joanita Kant Graduate Student/Author Alice Pittman Consultant (resigned 5/2008) Mary McClure Bibby, Vice Chair Retired Historic Property Resident (University District) Dr. Dennis Willert, Chair 2009 Chiropractor, DBI Board member Historic Property Owner (Commercial District) Pat Powers Red Cross Director, Realtor, Web Design, Auctioneer Pam Merchant State Senator, Graphic Designer Historic Property Owner (University District) Jerry McCollough, Chair 2008 Consultant, Author, Illustrator Janet Gritzner SDSU Geography Professor Historic Property Owner (University District) City Contact: Shari Thornes, Brookings City Clerk Public Education & Protection of Historic Resources When local citizens and organizations are kept abreast of local preservation issues and opportunities, as well as state and national program availability, the community at large will benefit through revitalized neighborhoods and a proactive approach to long-term community preservation. Additionally, a community which has attractive, well-maintained and diverse historic properties is a likely candidate for increased heritage tourism dollars. While some activities are targeted to residents and owners within specific Historic Districts, others are presented to the entire community. By means of radio programs, newspaper articles, community presentations and walking tours, the preservation message is often disseminated beyond city borders. 5 2008 Highlights: FUNDING SOURCES, SCHEDULE AND PROJECTS City of Brookings Funding Cycle: January 1, 2008 to December 31, 2008 Funding: $3,600 2007/2008 Park Service Grant Funding Cycle: June 1, 2007 to September 15, 2008 Grant: $2,000 Basic $15,500 Supplement Status: Closed Out 9/15/08 Projects: Basic Allocation Funding ‐ Project Titles: 1. Mayor’s Awards for Historic Preservation 2. Brookings Preservationist Newsletter 3. Public Workshop 4. Membership in state and national preservation organizations Supplemental Funding – Project Titles: 1. Brookings Commercial District Survey Update (Phase 1) and Residential Reconnaissance Level Survey 2. Board Development Training ** A. National Trust Conference ‐ St. Paul, MN ** Priorities in Brookings Historic Preservation Plan Action Plan 2008/2009 Park Service Grant Funding Cycle: June 1, 2008 to May 31, 2009 Grant: $2,000 Basic $8,417 Supplement Status: Open Projects: Basic Allocation Funding 1. Mayor’s Awards for Historic Preservation 2. Brookings Preservationist Newsletter 3. Public Workshop 4. Membership in state and national preservation organizations Supplemental Funding – Project Titles 1. Board Development Training ** A. National Trust Conference – Tulsa, OK B. Preservation Leadership Training • Portland, Maine (2008) • Deadwood, South Dakota (2009) 2. Develop legal process and forms for listing property on the Brookings Local Register of Historic Places ** ** Priorities in Brookings Historic Preservation Plan Action Plan 6 BROOKINGS COMMERCIAL HISTORIC DISTRICT Downtown Brookings Incorporated. Dr. Dennis Willert, BHPC member, served as the Commission representative on the Board in 2008. Dr. Willert is also a member of the DBI Board of Directors and was elected as Treasurer in 2009. Sawnee Hotel/District Expansion. The Commission reviewed a request from the building’s current owners and potential developers of the site to nominate the former Sawnee Hotel on the National Register of Historic Places as an individual listing or as an amendment to the current Brookings Historic Commercial District. They want the building listed in order to take advantage of the Federal Tax Credit program and to help the city apply for HOPE VI funding. The 1890 former Sawnee Hotel is located on the southwest corner of Third Avenue and Fourth Street directly north of City Hall. The National Register is the official Federal list of districts, sites, buildings, structures, and objects significant in American history, architecture, archeology, engineering, and culture. National Register properties have significance to the prehistory or history of their community, State, or the Nation. In summary, anyone can fill out and submit a National Register nomination to the State Preservation Office for review and possible action. Once completed, they present the applications to the State Historical Society for review and possible approval. If approved, it proceeds to the National Park Service for their review and possible approval. The BHPC had not previously had a private property owner request an amendment to an existing district. Other local amendment considerations were initiated by City Staff, the Commission or State staff. However, if an owner wants to list a property and the Commission feels it could contribute to the district, the State is obligated to review the request. However, the overriding concern of this issue was that it is important to have a systematic approach to this so the process is thorough and consistent in whatever decisions the Commission does make. The Brookings Commercial Historic District was listed in the National Register of Historic Places on April 19, 1988. At that time that it was listed, 39 structures were considered contributing and 20 were considered non‐contributing to the historic integrity of the district. SHPO staff conducted a cursory review of the District in 1998 but no changes were made at that time. Since that report was 10 years old, SHPO and city staff suggested the area be resurveyed before any revisions to the district are considered. 7 The Commission expressed concern moving forward on a district expansion without having data from an updated survey and enough time to review the materials. The Commission agreed they did not want to engage in a full‐blown study at this time, but would certainly consider it as a future project. In a split decision, the Commission voted to support the proposed nomination of the Sawnee Hotel and the potential amendment to the Brookings Historic Commercial District and they asked SHPO to proceed with a windshield survey of the District to identify other potential changes. Upon review, the State Historic Preservation Office staff did not feel the structure retained enough of its original historic integrity and fabric to be considered for the National Register. Drive‐Throughs Downtown. The owner of Nick’s Hamburger applied for a conditional use permit to install a drive‐in food service. This business is located at 427 Main Avenue in the Brookings Commercial Historic District. Nick’s Hamburger Shop, in addition to being part of the Brookings Commercial Historic District, is also individually listed on the National Register. On January 10, 2008, the BHPC unanimously adopted the following position statement regarding drive‐through food service establishments in the B‐1 District: “The BHPC recommends food service drive‐ins not be a permitted use in the Brookings B‐1 District, since it is felt that such uses are not consistent with the historical character of the downtown.” The Brookings Traffic Safety Committee also reviewed the request and voted against the proposal citing concerns with reduced site visibility with vehicles crossing over the sidewalk and cars being parked over the sidewalk waiting to exit onto the street. They also had concerns about potential safety problems in the alley with cars blocking the alley while waiting to enter the drive‐through. Thornes said the City Planning Commission will review this application on April 1, 2008. The City Council will hold first reading of the ordinance on April 15, 2008, and the public hearing will be on April 29, 2008. The BHPC modified their earlier position and unanimously modified it to recommend food service drive‐ins not be a permitted use in the Brookings Historic Commercial District, within the Brookings B‐1 District, since it is felt that such uses are not consistent with the historical character of the downtown. The City Council ultimately turned down the request. 8 Downtown Streetscape Project. The majority of the Downtown Streetscape Project was completed in 2008. The main concept of the project was to allow for an inviting walking atmosphere and provide a destination for people. The design of Main Avenue will provide a street the same width as there is currently. However, there will be a “bump out node” at each intersection. These “nodes” will allow for attractive landscaping features, as well as shortening the crosswalk distance for people crossing Main Avenue. One other important change will be installation of stop signs at 4th Street & Main Avenue and 5th Street & Main Avenue. This will also provide for traffic calming with a cost savings over the price of signals. Statistically, stop sign intersections are safer than signalized intersections. The plan also included the replacement of the downtown’s water and sewer mains and services. Brookings Municipal Utilities indicated they would replace the water and sewer mains if the street portion of Main Avenue was removed during the construction process. Other improvements in the streetscape project will be new trees. The current trees are large and will be replaced with a more appropriate tree for this location. The downtown streetscape project also includes new sidewalk, which may be a combination of gray and colored concrete with the possibility of pavers or stamped concrete. Other amenities for the streetscape project include new period street lights, benches and landscaping features. SHPO staff and BHPC members and staff have been involved in design of this project and an 11.1 Review was completed. The majority of the project was completed in spring, summer, fall 2008 and will be finalized in early summer 2009. Brookings Commercial District Survey Update (Phase 1) and Residential Reconnaissance Level Survey. The BHPC contracted with Mary Troutman Gates from The Midwestern Company to conduct an update of the Commercial District Survey and a Residential Reconnaissance Level Survey of the neighborhood west of downtown. Gates is an architectural historian and was on SHPO staff for a number of years. Scope of Work & Products: Project #1: Brookings Commercial District Survey Update (Phase 1) Consultant to conduct reconnaissance level re‐survey of the 60 building Brookings Commercial Historic District and the District periphery/environs to evaluate possible boundary adjustments and update contributing and non‐contributing status. The consultant will follow the South Dakota State Historic Preservation Office (SHPO) "South Dakota Historic Resource Survey Manual" and Guidelines available at http://www.sdhistory.org/HP/hp_survey.htm District was listed in 1988. 9 Phase 1: Fieldwork (August 2008) Phase 1 Products: Updated existing site forms and any new site forms entered by the consultant in the SHPO database will be printed by the SHPO and provided to the Brookings Historic Preservation Commission along with consultant's photo documentation. Project #2: Residential Area Reconnaissance Level Survey Consultant will conduct a reconnaissance Level Survey of the six block residential area located west of Main Avenue, east of Pioneer Park and south of Sixth Street (Highway 14). The consultant will follow the South Dakota State Historic Preservation Office (SHPO) "South Dakota Historic Resource Survey Manual" and Guidelines available at http://www.sdhistory.org/HP/hp_survey.htm. Consultant will provide a letter of recommendation that will identify the potential (or lack thereof) of the area related to a potential district including the approximate percentage of contributing verses non‐contributing, key properties, vulnerable properties, and density. This letter of recommendation will provide the Commission with a credible planning document produced by an Architectural Historian that will assist the Commission in selecting the next step for that area, which may be a district or it may be to determine there is not enough housing stock and/or integrity to proceed to the next step of an intensive level survey. Products: Site forms entered in the SHPO database by the consultant will be printed by the SHPO and provided to the Brookings Historic Preservation Commission along with consultant's photo documentation and letter of recommendation (as described above). Downtown Façade Restoration Project. The Commission discussed the condition of many of the downtown facades and thought there could be an opportunity to assist business and building owners in façade restorations. It was noted that many people have a hard time visualizing possibilities and an “after” picture is often needed. The Commission initiated a plan to commission block‐by‐block “after” renderings of the downtown as a tool for DBI and the Commission. Les Rowland and Lisa Pierce from Design Arc attended a meeting to illustrate the potential of his firm’s 3‐D computer program. They demonstrated how a specific building could be visually altered to illustrate façade improvements (awnings, windows, etc.). Blocks could be updated as each façade is changed. Financial partnering with DBI on the project would be needed. Consulting with Mary Gates, Architectural Historian used by BHPC, was also recommended. The BHPC is currently pursuing an agreement with DesignArc and with architectural historian Mary Gates with shared funding from DBI and Park Service grants. Deterioration by Neglect. As the trees came down with the streetscape project, rather unsightly facades are revealed in the downtown district. The BHPC and DBI want to encourage and help business owners in restoring their facades in a historically appropriate manner. However, there may be business facades that are not only unsightly, but are in serious deterioration by intentional neglect. The Commission reviewed if there were any statutes on the books that could help as a 10 tool for DBI and BHPC to approach business owners encouraging them to make improvements. The following current City statute was referenced: Section 10‐99. Prevention of Deterioration by Neglect. It is unlawful for an owner of a designated state, local or national historic property or a property within any established historic district to permit the deterioration of the property by intentional neglect. Each day that a violation continues to exist shall constitute a separate offense. Where appropriate, the BHPC or the Historic District Commission may request a meeting with the owner in order to discuss the condition of the property. Bob Pengra’s Display. Dr. Bob Pengra, retired SDSU professor, donated his model display of the Brookings downtown to the BHPC. The Commission hopes to place the model on display at the future Children’s Science Museum. CENTRAL RESIDENTIAL HISTORIC DISTRICT Central Children’s Museum Project. Construction began transforming the former Central Elementary School into the Larson Children’s Museum and Science Center. The former Central Elementary is listed on the National Register as part of the Central Residential Historic District. The project was reviewed in 2007 by SHPO officials and BHPC to ensure the property would retain its National Register status. Brookings County Courthouse. The Brookings County Commission conducted a space needs study and continued to explore expansion options in 2008 to include purchase of the 1921 building, building an addition on the courthouse, building a stand alone structure on the courthouse green, or purchasing a nearby commercial building. The BHPC has been monitoring the progress of discussions relating to the courthouse, and is concerned that any decision relative to addition, expansion, or impact on the adjacent historic residential or commercial district is considered. Although functional reuse of the 1921 Building as potential expansion has been set aside at present, the County has taken the positive step of deciding not to encroach upon the Courthouse's greenspace ‐ a major element in the historic complex. BHPC will continue to monitor the discussions to ensure that any decision is consistent with the Community Goals of retaining the historic character of our central city. May 2008 Newsletter Article: “The 1921 Building at 601 4th St. and the former First Bank & Trust building at 5th Ave. and 5th St. are being evaluated for potential use as county facilities. Brookings County Commissioners have asked the architectural firm of TSP to present a proposal by May 15 for estimating suitability and cost of converting those buildings to county use. Space needs for the court system and law enforcement have grown substantially in recent years. In October 2007 county commissioners voted to construct a new building for county offices. The courthouse would be used solely by the courts and court services. Location of the new building was not yet 11 determined but placements on the courthouse lawn were shown in architectural drawings presented by TSP at a February 19 public meeting. Subsequently, city officials approached the county about a collaborative effort to share facilities in the future. Several options were considered including the concept of creating a government center in the 1921 building. Talks between the two entities recognized that the county is facing a shorter time frame to act than the city but that both will be needing more space especially for law enforcement. Another public meeting was held on April 7 with substantial testimony against building a new structure on the courthouse lawn and strong support for the 1921 Building. Dr. Dennis Willert, a member of the Brookings Historical Preservation Commission, read a Resolution passed by the Commission favoring use of the 1921 Building. "The Brookings County Courthouse and Courthouse Square are historically important to the development of Brookings in that its monumental architecture represents the seat of county government and the green space surrounding the structure is meant to highlight its importance," Willert said. "The Brookings Historic Preservation Commission asks that the county reconsider the reuse of the 1921 Building as a more historically appealing and viable option." SOUTH DAKOTA STATE UNIVERSITY South Dakota State University Master Planning Committee. Jerry McCollough, BHPC Chairman, was invited to participate on the SDSU Master Planning Committee to update the campus master plan. In those meetings, SDSU officials emphasized the importance of the campus history and adjacent historic neighborhoods. Review of State Jurisdiction over University Properties. This issue pertains to the State and Board of Regent’s authority regarding construction and demolition of historic properties located within the city limits of Brookings. In 2006 the University demolished a few houses near campus and stated they did not need a demolition permit to do so. BHPC submitted a request to the City Manager to ask the City Attorney for a further review of this issue. The City Attorney reported that, based on a 1977 opinion by the Attorney General, the Board of Regents and SDSU are exempt from municipal zoning requirements. This report, however, leaves unresolved the question that was raised by BHPC, which was the requirement for compliance with local building and other safety codes. LOSS – South Dakota State University, through the approval of the Board of Regents and Governor, demolished Old Shepard Hall (1929), New Shepard Hall (1980), one‐ story pharmacy built in 1980), and the little power lab building next to the old UPD building (1900). 12 PUBLIC EDUCATION ACTIVITIES & ISSUES Preservation Week Activities. National Historic Preservation Week was May 6‐12, 2008. During that week the Brookings Historic Preservation Commission recognized property owners with the Mayor’s Awards for Historic Preservation at the May 8th Council Meeting and a newsletter was included in issues of the Brookings Register. Doors Open Workshop. The BHPC sponsored a public workshop at the annual Downtown Brookings, Inc. (DBI) “Door’s Open Event” on April 28, 2008. Accredited Workshop for Realtors. The Commission discussed partnering with SHPO to provide a workshop on preservation issues for local realtors that would be accredited through the SD Real Estate Commission. Possible topics could include: National Register of Historic Places, financial incentives for historic properties, laws/regulations related to historic properties, insurance for historic properties, benefits of historic properties (i.e. property values), and maybe where to find additional information on historic properties. SHPO officials initiated discussions with the SD Real Estate Commission about getting a program accredited. The last BHPC sponsored real estate workshop was held in 1999. Efforts continue to organize an event for 2009. Preserve America/Heritage Tourism Plan. The BHPC applied for and received $54,000 from the Preserve America Program for the Heritage Tourism Plan. The grant application was submitted by a volunteer who was not city staff or on the Commission. After diligent review, city staff and the Commission concluded that the BHPC did not have the ability to generate the match needed to comply with Federal standards and there was no longer Commission support to pursue the project. In the end, the grant was declined. Historic Porches Tour. The BHPC sponsored its second annual “Historic Porch Tour” on July 9th in conjunction with the SDSU University Week for Women. Commission Chairman Jerry McCollough led the full class on a tour of an eclectic variety of fine period home porches including vernacular, Mediterranean, Colonial, Federal, Italianate, Queen Anne, and Victorian styles. The tour concluded at the home of Dave and Diane Kosbau at 824 Fifth Street for refreshments in their home and garden. Annual Mayor’s Awards for Historic Preservation. The Mayor’s Awards program began in 1986, to acknowledge property owners who save and maintain historical properties within the City of Brookings. During Preservation Week or Month each year, the Brookings Historic Preservation Commission in cooperation with the Mayor’s Office, recognizes work which enhances properties at least 50 years of age. The following winners were recognized in 2008: Stephen Van Buren 13 Receiving a Mayor’s Award for his work with the George and Evelyn Norby Historical Collection is Stephen Van Buren, University Archivist and Special Collections Librarian for South Dakota State University. The George and Evelyn Norby Historical Collection contains a full run of the Brookings Register (1890 – present) and the predecessor to the Register, the Brookings County Sentinel (1882 – 1890). In addition, over 50,000 images capture buildings and historic sites, people and events. The Norbys also compiled database histories of businesses, homes, and public offices. Telephone directories and farm directories dating back to the early 1900s, as well as ephemera from local businesses, round out the collection. The Norbys began the collection in 1965, when the Register was to demolish their old building. They then began to document and collect other items of importance to regional history. Mr. Norby wanted to ensure the collection would be appropriately cared for, and made arrangements with South Dakota State University Archives. Shortly after George Norby died, the collection was donated by the Norby children in September 2003. Under Stephen Van Buren’s leadership, the collection was transferred to the SDSU Archives in H. M. Briggs Library, no small feat when dealing with a century’s worth of newspapers and collected materials. (Van Buren casually estimates the collection volume as one double horse trailer plus six full loads in his Bronco, the “first large intake” handled by the Archives.) Having met extensively with George Norby to discuss the collection, Van Buren thought he had a pretty good idea of the collection’s content. But then 8,000+ images in the form of negatives and prints were unexpectedly found in the Norby files, stored alongside newspaper clippings and other documentation. Many of the images were showing signs of degradation hastened by the acidity of the clippings. Processing these images to reduce further degradation became the top priority. On December 26, 2003, the collection suffered a close call when a stuck plumbing valve on the third floor of the library caused water to pool into the basement storage room where the collection was being kept while awaiting processing. Most of the images had been moved for initial processing, but the entire newspaper collection and three file cabinets of records and images were at risk. When the water was discovered by Van Buren, it was raining down directly onto a pile of new archival supplies stored in this room. Splashing water and pooling had begun to damage the newspapers. Emergency response procedures were undertaken, with much of the library staff coming in to assist. Slightly wet newspapers were laid out to dry atop acid‐free paper towels. Newspapers that had suffered more damage were flash frozen in the Meat Lab, and then brought back a bundle at a time to be thawed and dried in a closed room with a dehumidifier running. Though some water damage was suffered as a result of the flood, nothing from the collection had to be discarded. To date, basic processing has been completed on 85% of the collection. All newspapers have been microfilmed and processed to archival standards. The prompt microfilming of the newspaper record has allowed public access to the content while minimizing direct handling of the originals. Over 70 boxes of duplicate issues were transferred to the Brookings County Museum in Volga. Over 9,300 images have been indexed; there remain thousands more, many with scant identification. Searchable PDFs available online serve as an aid to navigate through the collection’s components. A few resources, such as the databases on business and home histories arranged by address, are available online as PDF files as well. Van Buren’s contribution has been vital, coordinating staff, student interns, and volunteer efforts; processing the collection; securing funding for supplies and labor. Expenses have run ~$50,000 thus far, with annual costs reaching ~$10,000 during the initial intake and processing. Van Buren notes that annual expenses for a collection of this size run about $2,500 “just to sit on the shelf,” and will go up as priority projects – digitizing, indexing, and continued processing of the negatives – resume. George and Evelyn Norby did an “incredible job for the community” in amassing their collection, which has become the anchor of the Archives’ Regional Collections, says Van Buren. In overseeing the collection conserved and made accessible to the public, Stephen Van Buren has further enhanced this remarkable resource for Brookings’ regional history. George’s Pizza Since 1971, area residents have enjoyed wonderful food at George’s Restaurant, located at 311 Main Street, the original 1880s location of the Bank of Brookings. You may have many fond memories of sharing time with family and friends over their delicious pizza. Not only are owners and operators Yota and Spiros Theodosopoulus committed to creating their famous pizza and Greek food, but they are also committed to the historic preservation of the physical building that is home to George’s. Their efforts in renovating the original leaded glass window on the facade of their buidling has earned them a well‐deserved Mayor’s Award for Historic Preservation. 14 Throughout the years, the Theodosopoulus family has refaced the front of the building a few times, and with the latest effort they removed the leaded glass window, and it needed extensive repair. As they pulled the window from the building, they received many comments on how beautiful the window was, and they decided to look into renovating it. After doing some initial research, they found help in Jerry and Judie Dewald, of Studio 66 Customed Design Stained Glass, in Watertown, SD. Jerry, also an instructor at SDSU, took a look at the project, gave them an idea of the extent of the work, and began to give the window new life. The window consists of two halves, which are mirror images of one another. The right side of the window had 19 out of the 56 leaded glass pieces missing, so Jerry had to map those out and make them from scratch. As with any leaded glass piece 80‐100 years old, the lead also needed to be replaced, and Jerry set to work on that as well. He meticulously re‐leaded the left side, and replaced the missing pieces on the right, and reinforced the backside of the window with steel rods. Midwest Glass of Brookings also got involved with the project by creating an insulated glass panel that protects the window from the elements. As you, your family and friends meet at George’s Pizza in downtown Brookings, take a quick look upward. You will appreciate it that Yota and Spiros cared to preserve this beautiful glass window that enhances the delightful facade of their building. Kneip Home As you drive down 6th street in Brookings, slow down and take a look at number 1218, one of this year’s recipients of the Mayor’s Awards for Historic Preservation. Built in 1950, this wonderful ranch‐style home was designed by Floyd and Evelyn Poole, whom lived in the home until 1973. Three other owners occupied the house for the next 31 years, and many of the historical elements were preserved. David and Sara Kneip have owned the home since July 1st, 2004, and they have chosen to enhance the many unique features of this home, particularly the front facade and entrance. The Kneips have added a courtyard in keeping with this mid‐century home. This entry provides a private place to greet guests, and also has a water feature to mask traffic sounds. The original cosata stone was removed in order to replace the picture window. After an extensive, but futile search to find a replacement for the stone, they will recycle it by chipping it into smaller pieces and utilizing it in a back yard landscaping project. Brookings mason Dick Anderson helped the Kneips choose an Owens Corning cultured ledgestone product for the facing. During the process, they also added foam insulation and a plywood covering to the facade, giving the property further “green” benefits. The aesthetics of the entrance are enhanced by iron gates which were custom created by Dakota Service, Inc. The pillars were designed and built by Dick Anderson, and he took particular care in keeping a 1950’s feel to them. Light fixtures were custom made by Huborton Forge and create a welcoming ambiance to the property. The color and texture of the stone creates a visual focus and a beautiful contrast between the darker green color of the house and the lighter stone entrance. Landscaping for the front of the home is in process, and Keith Rounds of Rounds Construction helped the couple locate the lighter colored field stones found deeper in the earth from Butch Osbey's gravel pit. The final element to the landscaping will be a horseshoe shaped area of sod as well as period plantings that will be placed throughout the shaved wood areas. 15 The Kneips have made many efforts to preserve and update the interior of the home as well. They plan to keep the original floor plan intact, and have multiple home improvement projects finished or in process. They have done their homework concerning this wonderful home found in the heart of Brookings, and have made a commitment to honoring the 1950's era as well as creating a modern space that will be enjoyed for years to come. Wachovia Building 16 From Wall Street to Main Street, historic preservation looks good on any building. Just drive around Brookings historical district and you’ll spot numerous examples of what careful planning, attention to details and elbow grease can bring out in one of these structures. This year the Brookings Historical Preservation Society has nominated the AG Edwards / Wachovia Securities building for the Mayor’s Award. The restoration of 309 4th Street (formally The Party Depot) is a fine example of what a historical building can become. Extensive care was taken on internal restoration and rehabilitation. Beautifully refurbished tin ceilings along with ornate fixtures are several of the attractive features that give the interior of this building it delectable charm. What may catch your eye as you drive by is the exterior rehabilitation that was done. From the street you can see new windows and the return of roll‐out tan and plum striped awnings that give the building a striking look. Care was also taken to repair cracks in the plaster along the alley thus giving this building a breath of fresh air and revitalization. Restoration and revitalization is becoming a popular trend among downtown historical building owners and 309 4th Street is a shining example of what can be done with hard work, planning and attention to revitalization. Stop buy and congratulate Les and the gang at AG Edwards / Wachovia Securities for the prestigious award. Community Development Corporation For its efforts to preserve and restore, the First National Community Development Corporation is receiving the "Preservation of Historic Residences" Mayor's Award. Since 1992 the CDC has purchased and rehabilitated houses in deteriorating condition. Its mission is to "acquire, renovate, and develop substandard residential real estate to its highest and best use for low and moderate income individuals and prevent the decline and deterioration of residential neighborhoods." The emphasis is on providing restored homes for single family use. After renovation, the property is preferably sold. However, the CDC also maintains some rental properties if that is determined to be the best use or until a buyer is found. In more recent years the Corporation has engaged in other projects such as the interim purchase of the Domestic Abuse Shelter to provide time for the shelter to acquire financing. Currently the CDC is 17 selling lots south of town for low to moderate income housing. And its reach has expanded beyond Brookings to include Brookings County as well. The non‐profit corporation has eleven board members headed by President Steve Chappell. Chappell says, "The CDC is an effort to give back to the community. We want to clean up the neighborhoods and encourage others to do the same. The goal is to break even but if we sometimes lose a little, we're okay with that." During its existence, Chappell says the CDC has renovated about 20 homes. Property Setbacks in Historic Areas. The issue of maintaining “historic” setbacks in Brookings still remains. The BHPC reviewed this topic in 2004 and urged the City’s Board of Adjustment to maintain historic setbacks in the University Residential Historic District. Specifically, the Commission stated the setting for the property located at 521 Eighth Street is historic. Additionally, the green space provided by the setback is itself historically significant. A change to the setback on the property would compromise not only the specific site, but also would compromise the historic character of the surrounding area, the National Register University Residential Historic District. Based on these considerations and concern about any precedent which might be set for future decisions, the Brookings Historic Preservation Commission said they would oppose any action which would result in alteration of the historic setback to the south of the residence at 521 Eighth Street. The issue came up again in 2008 with properties located in the Central and University Residential Historic Districts. In both cases the properties were lifted for the installation of new basements and foundations. Subsequently, City officials wanted the structures to be relocated on the lot not in their original historic setting. Such a placement could remove the structure from the National Register. The SHPO prepared the following statement with respect to the 711 7th Street property which was submitted to the City Board of Adjustment. April 28, 2008 Shari Thornes, Brookings City Clerk Brookings Historic Preservation Commission 311 Third Avenue , P.O. Box 270 Brookings, SD 57006 SUBJECT: Historic Setback at 711 7th Street, Brookings To Whom It May Concern, The Office of the South Dakota State Historic Preservation Officer is writing concerning the H. Fishback House at 711 7th Street now owned by Mark Kelsey. This is a contributing building in the University Residential Historic District in Brookings. 18 It is our understanding that the 1960s ordinance for Brookings states that the house be setback twenty‐five (25) feet from the street right‐of‐way. Currently the house sits fifteen (15) feet from the street right‐of‐way as it has been since the house was built in 1900. The rest of the houses in the area all have similar setbacks. We strongly support the house remaining in its historic configuration when the new foundation is constructed. Moving the house to a new setback will damage the integrity of the house in the historic district. In addition to harming the house’s historic integrity, moving the house back on the lot could also result in the property being removed from the National Register of Historic Places. Removing the property from the National Register would prevent the property owner from taking advantage of any historic preservation incentives, such as grants or tax incentives, requiring National Register listing. If you have any questions please contact me at (605) 773‐2906 or jennifer.brosz@state.sd.us . Sincerely, Jennifer R. Brosz, Historic Preservation Specialist Facilitated Goal Setting Retreat. The members of the Brookings Historic Preservation Commission participated in a day‐long facilitated planning retreat on November 6th at the Swiftel Center led by historic preservation consultant Betty Anne Beierle. Desired outcomes of the event included a training component, shared goal setting and visioning, and a long‐term updated work plan. Members completed a self‐ assessment questionnaire prior to the event. The day’s agenda was as follows: 8:30 Preliminaries: Agenda approval; Introductions (Please tell us why you wanted to serve on the BHPC); Housekeeping; Rules for the Day 8:45 Define Measures of Success for the day: What has to happen today so that you will feel your time has been well spent? 9:00 Review of Powers and Authorities (Ordinance 09‐03) 9:20 Review Self‐Assessment Questionnaire Results 10:00 Break 10:15 Review Goals & Objectives 2008 (Source: Section 10‐96 City Code of Ordinances) 1. To preserve, promote and develop the historical resources of the City; 2. To participate in the conduct of land use, urban renewal, and other planning processes undertaken by the city; 3. To promote and conduct an educational and interpretive program on historic properties within the city; 4. To recommend ordinances and otherwise provide information for the purpose of historic preservation to the City Council; 5. To negotiate with owners of historic properties and other interested persons when the designated property may be demolished, materially altered, remodeled or relocated; and 6. To contract with the state or the federal government, or any agency of either government, and to contract with other organizations and individuals. 19 10:30 Who are our partners: National organizations, SHPO, Preserve South Dakota, Preserve Brookings, DBI, SDSU, Historic Property Owners, Neighborhood groups, Others? Are we working together toward shared objectives? Are we working in “silos?” 10:45 Review Preservation Plan BHPC components 11:30 Lunch 12:30 What activities are effective in promoting our purpose? What’s not effective? Historic Resources Recordation and Preservation: Local, State and National Register of Historic Places listings • Computer database • Case report documentation • Photographic recordation Historic Resources Promotion, Public Education and Advocacy; Educational materials (brochures, website, signage, newsletter) • Educational events (workshops, award programs) • Advocacy Efforts (Brookings Endangered Places List) • Preservation Planning (heritage tourism, planning commission) Technical and Funding Resources: Advise property owners within Brookings city limits on local, state, and federal benefits • Facilitate site visits with state personnel and property owners to answer technical assistance questions • Facilitate securing preservation consultants for community projects • Respond to realtor inquiries regarding tax benefits • Disseminate material and provide ongoing updates to City Manager and other city officials. • Commission Development: Attend mandatory annual state training sessions. • Attend national conferences • Maintain local, state, national memberships 1:15 Establish priorities: Important/More Important; Urgent/More Urgent 2:15 Break 2:30 Complete establish priorities 3:30 Establish timeline; Assignments 4:00 Distribute evaluations & Adjournment As a result of the retreat, the Commission adopted the following goal setting statement and work plan at their January 8, 2009 meeting: Measures of Success • Community begins including historic preservation when considering public issues • City Planning cooperates • Understand our legal parameters • Improve our effectiveness • Develop our image as a planning partner 20 • Improve on partnership with SDSU • Defined Goals & Objectives for BHPC for the next 1, 2, to 3 years • Develop materials to promote historic properties acquisition packet for home owners in historic districts, SHPO, BHPC and realtors Education Objectives • Make it clear to city officials, staff, and public that there is a statutory mandate for our work • Improve our image as pro‐community, and not an annoyance • More effective education and communication will generate more positive press • Designate a liaison to the County Commission • Become more proactive • Effectively communicate the message that historic preservation IS economic development and community development • Celebrate successes Partnerships Objectives • Involve the commission in the work‐planning process for the new Community Development Director position • Chair meets with the City Manager to discuss opportunities and roles • Expand list of partners to include BEDC, DBI, SDSU, Preserve Brookings, etc. Administration Objectives • Learn more about property acquisition as a possible mechanism for sustainable funding for the BHPC for programs and projects • Build a calendar with agencies and partners, so we are aware of decision times • Identify potential future members and maintain active recruitment to the BHPC • Work better with the public to reduce staff time/needs • Recruit partners in volunteer organizations Program Objectives • Develop the Revolving Loan Fund with the CDC to include residential historic properties • Hold Historic Preservation easements, or partner with Preserve South Dakota to have them administer Brookings’ easements • Secure an “outside” legal opinion regarding SDSU’s relationship to all legal review proceedings including life safety matters and the protection of historic structures (Check with National Trust attorney) TECHNICAL ASSISTANCE Staff and State and National preservation office personnel are primarily responsible for answering property owner tax project and eligibility questions, as well as conducting site visits at the request of the property owners. When state or national preservation office staff are in Brookings, as many site visits and consultations as possible are scheduled, to maximize benefits from the visit. Commissioners accompany the site visits, as observers and for their education, but do not offer tax project advice. Commissioners provide grant writing and application assistance, deliver Welcome Packets, and prepare and present briefings to the City Manager, elected officials, and other city officials. The technical assistance services provided directly benefit local property owners by answering their preservation‐related questions, providing alternative options if applicable, and affording them free, ongoing expert advice. Informed property owners are more likely to use all of their options in maintaining their own historic properties, frequently purchase and rehabilitate additional historic properties, and often let other historic property owners know of the services available, continuing the preservation cycle. In 2008, the following technical assistance services are provided: Served on the Brookings Downtown, Inc. Board of Directors (Commission) Researched possible funding sources (Commission/Staff) Assisted property owners on local, state and federal benefits (Staff) Facilitated and accompanied site visits with state and national preservation personnel and property owners to answer technical assistance questions (Commission/Staff) Facilitated securing preservation consultants for community projects (Commission/Staff) Responded to realtor inquiries regarding tax benefits (Staff) Provided materials and informational briefings to City Manager and other city officials (Commission/Staff) COMMISSION DEVELOPMENT / CONTINUING EDUCATION A. Local, Regional, State & National Conferences 1) National Trust for Historic Preservation Conference Location: Tulsa, OK Date: October 20‐25, 2008 Attending: Joanita Kant & Shari Thornes Funding: Grant See appendices for written report 21 2) Preservation Leadership Training Location: Portland, Maine Dates: June 21‐28, 2008 Attending: Dr. Dennis Willert Funding: Grant See appendices for written report Preservation Leadership Training (PLT) is an intensive one‐week experience tailored to respond to the needs of state and local preservation organizations and agencies. It emphasizes providing a participatory experience in leadership and organizational development techniques and the most up‐to‐ date and effective information and training in current preservation practices, issues and action strategies. PLT is aimed at staff and volunteer leaders of private, nonprofit preservation organizations, staff of state and local government agencies, members or staff of commissions, and others who are in a position to influence preservation activities in their communities. The faculty is drawn from national, state, and local experts in preservation and organizational development, giving participants a balanced national perspective and a network of regional and local resources for the future. Faculty members are available following their presentations to meet informally with participants and discuss individual concerns. 3) Iowa Statewide Preservation Conference Location: Sioux City, Iowa Dates: September 19‐20, 2008 Attending: Dr. Dennis Willert Funding: City B. Ongoing professional and technical training through materials, video, etc. C. Membership to preservation organizations: State Historical Society, Preservation South Dakota, National Trust for Historic Preservation, National Main Street Organization and National Alliance of Preservation Commissions HISTORIC RESOURCES: RECORDATION AND PRESERVATION This program consists of photographic, written and computerized recordation of historic sites and properties, primarily by commission members with assistance from volunteer community members and city staff. Larger documentation projects may also involve professional consultants. As a long‐term benefit, this program provides a permanent record of our community’s resources for future generations. It also assists in research projects and future restoration projects. Former and current community residents and/or their relatives, future residents and generations, state 22 and national archives, state and local elected officials, community leaders and organizations, and city officials are served by this program. A. National Register of Historic Places: A. Commercial District Resurvey. B. Phase 1 Review – Pioneer Park Residential Area. B. SDCL 1‐19A‐11.1 Review documentation as required by the State Preservation Office on threatened properties: South Dakota Codified Law 1‐19‐A‐11.1 Preservation of Historic Property – Procedures. “The state or any political subdivision of the state, or any instrumentality thereof, may not undertake any project which will encroach upon, damage or destroy any historic property included in the National Register of Historic Places or the State Register of Historic Places until the Office of History has been given notice and an opportunity to investigate and comment on the proposed project. The office may solicit the advice and recommendations of the board with respect to such project and may direct a public hearing be held thereon. If the office determines that the proposed project will encroach upon, damage or destroy any historic property which is included in the National Register of Historic Places or the State Register of Historic Places or the environs of such property, the project may not proceed until: 1) The Governor, in the case of a project of the state or an instrumentality thereof or the governing body of the political subdivision has made a written determination, based upon the consideration of all relevant factors, that there is no feasible and prudent alternative to the proposal and that the program includes all possible planning to minimize harm to the historic property, resulting from such use; and 2) Ten day’s notice of the determination has been given, by certified mail, to the office of history. A complete record of factors considered shall be included with such notice. Any person aggrieved by the determination of the Governor or governing body may appeal the decision pursuant to the provisions of chapter 1‐26. The failure of the office to initiate an investigation of any proposed project within 30 days from the date of receipt of notice thereof is approval of the project. Any project subject to a federal historic preservation review need not be reviewed pursuant to this section.” Opinions of the Attorney General A city government must comply with this section even when its only involvement with the demolition of a private historical structure is the issuance of a demolition permit, Opinion No. 89‐41. Given the absence of other legislative or judicial guidance on this subject, the provisions of this section shall apply to the issuance of a permit by a city affecting a designated historic district, Opinion No. 89‐41. 23 24 11.1 Reviews in 2008: Date: July 2008 Project: Street Closure Project: Children’s Museum of South Dakota vacating a portion of Fourth Street abutting that property (legal description: Lot 101, Block 1, First Addition and the north 100 feet of Lots 1 and 2, and all of Lots 3, 4, 5, 6, and 7, Block 2, First Addition, located between 5th Avenue and 6th Avenue) NR Status: Central Residential Historic District & Adjacent to Individually Listed Carnegie Library and Brookings County Courthouse Address: 500 block of 4th Street Owner: City of Brookings Outcome: SHPO reviewed project and provided comment on proposed project Date: September 2008 Project: Removal of Garage NR Status: University Residential Historic District ‐ Contributing Address: 906 Seventh Street Owner: Harold Bailey Outcome: SHPO reviewed project and provided comment on proposed project Date: September 2008 Project: Removal of Garage NR Status: University Residential Historic District ‐ Contributing Address: 721 Medary Avenue Owner: Dan and Pam Merchant Outcome: SHPO reviewed project and provided comment on proposed project Brookings Human Rights Committee 2008 Annual Report Mission. The mission of the Brookings Human Rights Committee (BHRC) is to improve human relations in the Brookings area by fighting discrimination through education and a complaint resolution procedure. The Committee has the power to investigate complaints alleging discrimination against individuals or groups because of their racial or ethnic status, religion, sex, disability, political affiliation, sexual orientation, or age. Volunteers Steve Bayer, Chair George Hamer, Vice Chair Jay Vargas, Secretary Sandra Moore (resigned) Geoffrey Grant Madeleine Andrawis Tricia Wek-Visker Kristin Asche * Penny Hauffe Kelly Tillman Angela Hatton ** Lawrence Novotny ** Ann Marie Bahr (county appointment) Ryan Howlett ** *resigned **2009 new members Purpose. The BHRC, established by ordinance in 1985, is charged with the following six responsibilities: 1) To study the existence, character, causes, and extent of discrimination in employment, housing and public accommodations, property rights, education, and public services in the City of Brookings; 2) To advise and provide a forum for those subjected to unfair and discriminatory practices in the city and county of Brookings; 3) To hear and investigate complaints alleging discrimination and where probable cause for discrimination is found to exist by the committee, to refer the complaint to the appropriate governmental agency. The committee shall develop rules of procedure subject to approval by the City. 4) To advise city officials concerning matters consistent with the purpose and powers of the committee; 5) To conduct educational programs and disseminate information to further the committee’s policy to eliminate discrimination in the City of Brookings; and 6) In compliance with the Americans with Disabilities Act, to receive and investigate complaints regarding discrimination on the basis of disability. 2008 Programs and Services Evaluation • The Committee did not receive any discrimination grievances as defined in the Policy this year. • Conducted the Martin Luther King art and essay contest in the Brookings School System (January 2008). Kindergarten – First Grade – Poster: $50 winner (tie); Second – Third Grade – Poster: $50 winner (tie); Fourth -Fifth Grade – Poster: $50 winner, $25 second place; Middle School Essay: $50 winner; High School Essay: $100 winner (tie), $50 second place. Outlaw Graphics, Advance, and Sioux Valley Electric contributed donations for this event. • Held Diversity Potluck gatherings in Spring and Fall at The Old Sanctuary. Approximately 200 people attended the two events. Collected email addresses from attendees to add to an electronic mailing list for Human Rights Committee. Advance and Cottonwood Coffee contributed donations to these events. • Issued press release promoting awareness of National Human Rights Day. • Issued press release promoting awareness of Adoption Month. • Met with Dorothy Zuiderhoff, Brookings School District Curriculum Director, to discuss possible Committee involvement in enhancing diversity education opportunities in the schools. • Researched and recommended several changes and additions to the duties of the Committee as outlined in the Ordinance. The changes are intended to bring the Committee in line with the Universal Declaration of Human Rights, the Civil Rights Act of 1964, and the duties and responsibilities of Human Rights Committees in similar communities. Requested changes to the Ordinance will be forwarded to the City Council for consideration in early 2009. • Awarded the 9th Annual Butler Human Rights Award to Dr. Charles Woodard o Award ceremony held in early 2009. Goals for 2009 The Committee’s overall goal is to improve human relations in Brookings. The BHRC seeks to generate ideas, discussions and programs that may help prevent human rights problems before they start. The Committee’s overall goal is directly linked to the City’s mission to provide a high quality of life for all its citizens in a proactive manner. 1) Continuation of annual public education projects: Annual Human Rights Award, Dr. Martin Luther King Awards, diversity potlucks, public education workshops and/or forum on human rights. 2) Seek to establish a stronger relationship with the Brookings School District/South Dakota State University/Chamber of Commerce and the International Community. 3) Continue to develop multicultural resources to provide to schools and the public. 4) Revisit the discrimination survey that was taken in 2003 with the idea of producing a new survey in 2009. 5) More personal committee involvement and participation at events 6) Increased committee visibility and community awareness through the implementation of the BHRC Awareness Plan: posters, website, presentations. Objectives for 2009 1) To advise and provide a forum for those subjected to unfair and discriminatory practices in the city and county of Brookings; 2) To hear and investigate complaints alleging discrimination and where probable cause for discrimination is found to exist by the committee, to refer the complaint to the appropriate governmental agency. The committee shall develop rules of procedure subject to approval by the City. 2009 Objectives: Continuation of City Grievance Procedure for Complaints and Continuing Education Attend local and regional training opportunities pertaining to human rights issues 3) To advise city officials concerning matters consistent with the purpose and powers of the committee; 2009 Objectives: Reports to City Council 4) To conduct educational programs and disseminate information to further the committee’s policy to eliminate discrimination in the City of Brookings; and 2009 Objectives: Dr. Martin Luther King Day Award Program Human Rights Forum Diversity Pot Luck Dinners Web site Annual Human Rights Award program Public education opportunities Committee Awareness 5) In compliance with the Americans with Disabilities Act, to receive and investigate complaints regarding discrimination on the basis of disability. 2009 Objective: Continuation of City Grievance Procedures for complaints Unmet Needs Participation in annual human rights regional and national conferences. BROOKINGS PUBLIC LIBRARY ANNUAL REPORT 2008 MISSION STATEMENT The Brookings Public Library will provide materials and information contributing to the education, recreation and quality of life for the community. LIBRARY BOARD MEMBERS Tami Watson, chair Larry Rogers Amber Ohm, vice-chair Gloria Thvedt John Kubal 2008 AT A GLANCE Total Circulation: 275,418 Total Library Use: 354,351 (includes computer use, reference and computer questions answered, and materials used in-house) Registration at year’s end: 13,355 Total Expenditures: (estimated) City funds: $847,550 County funds: $25,000 Fines, gifts: $70,770 Library Holdings at Year’s End: 103,002 Circulations Per Capita: 9.75 Circulations Per Card Holder: 20.6 Expenditures per capita: $33.43 Expenditures per circulation: $3.42 YEAR’S HIGHLIGHTS During 2008 the Library rearranged library collections to reflect changes in usage since the building was completed in 1999. We also updated wall color and children’s area furnishings. We have had many positive comments. A user satisfaction survey was conducted during June/July 2008 which showed strong satisfaction with Library services and staff assistance. a. More than 95% of respondents indicated they were extremely or very satisfied with the overall services of the Library. b. The helpfulness of the Library staff was rated very highly. More than 95% indicated that the staff was extremely or very helpful when using the Library. c. When asked if they were able to find what they were looking for when using the Library, more than 91% said they always or frequently found what they were looking for. 1 During 2008, program attendance at the library for children 0 to 12 was 19,965, up from 2007 by almost 7.5%. Over 1400 young people 0-18 registered for our summer reading program. 2008 was our first year to have a separate person handling our teen program, young adults from 12-18, and we were amazed at the great response we’ve had to summer reading, to karaoke, Wii gaming, and other activities. The establishment of a coffee shop on the second floor of the Library was approved in December 2008 with projected opening in Spring 2009. DEPARTMENTAL REPORTS Circulation Print materials circulation continues to increase. We saw some decrease in the use of several types of audiovisual materials. The Library staff answered 8,729 reference questions during 2008. The number of people who hold library cards as of year’s end was 13,355. Children and Young Adult Services Our children’s Summer Reading Program, “Catch the Reading Bug @ your library” set records for registrations and attendance. We had 1,424 kids sign up to read or be read to. That’s the largest number we’ve ever had for a summer reading program. Because we reached the 1,200 signup goal, Katherine Eberline, Children’s Librarian, dyed her hair orange with red tips as requested by the program participants. The many programs we had during the summer drew in more than 12,648 young people to the library. This year’s interactive science display was Animals as Architects. The month long event was quite successful with an attendance of 2,581. It was co-sponsored by the Optimist Club of Brookings who paid part of the rental fee and provided most of the volunteer hours. Young library patrons could visit the exhibit on their own, or as part of a group. Additional programs throughout the year included two sessions of Every Child Ready to Read @ your Library, a nationally recognized workshop which helps parents develop pre-reading skills in their children ages infants to five years, and our third Illustrate-a-Book Contest which drew 411 entries. We held two sessions of Storytime, one in Fall and in Spring, in addition to our Summer Reading Program series. Altogether 3,993 young people enjoyed those programs throughout the year. 2008 was the first year for the Library’s new Young Adult Services Coordinator, Alison Bruinsma. Programs presented for young people include Teen Book Club, Gaming Club, Karaoke, and Puppetry Club. There were 294 young people who registered for Metamorphosis, our teen summer reading program. YA program attendance was 1267. 2 Total attendance at all children’s and young adult programs or presentations held this year was 21,232, up 6,371 from last year. Community Services The Library offered solely or collaborated with other organizations to present 59 adult programs this year with 675 people attending. Some of the programs offered included “Austen”-tacious Tea, Science Café, Eleanor Roosevelt/Susan Marie Frontczak, and musher Karen Land with her dog Borage. We continued films for adults, computer classes, and held 30 book discussions. Our Scary Story contest this fall attracted 125 entries in six categories. We presented the prizes at a special Friday evening event which drew more than 80 attendees. Five hundred forty five publications were developed for the library, including monthly newsletters, summer reading programs forms, and promotional materials. Library staff served as notaries 233 times. The Library staff began tracking the number of tests proctored for distance education this year, 65 tests, both online and paper, being administered. Outreach Outreach served 112 individuals during 2008 with 3,996 items delivered. The Outreach Coordinator continues to take items to the Brookview Manor, Park Place, United Retirement Center, Sunchase Apartments, and the New West Senior Housing, in addition to private housing. Thirty-four new people were added this year. Interlibrary Loan The number of items our patrons requested from other libraries decreased during 2008 from 2,192 to 1,890. The number of items other libraries requested from us decreased slightly from 3,094 to 3,083. Both borrowing and lending numbers reflect the problems with the South Dakota Library Network Interlibrary Loan software experienced since August. The Interlibrary Loan Coordinator took or retrieved 7,950 items to Briggs Library to connect with the statewide courier service. Acquisitions and Periodicals We added 6,341 items to the collection during 2008, including 3,877 adult books, 1,592 children’s books, and 872 audiovisual items. This is 431 items more than last year. Of the 6,475 items added, 1,566 were gifts to the Library. We offered 200 periodicals and 16 newspapers for general use. We withdrew 4,976 items from the collection: 2,453 adult books, 2,038 children’s books, and 485 audiovisual items. 3 Volunteers The Library had twelve adult volunteers who contributed 864 hours and seventeen youth volunteers who contributed 298 hours, totaling 1162 hours. This is 195 more volunteer hours than in 2007. The volunteers, the Friends of the Library Board, and the Fundraising Committee members were honored at a reception in the Library in April. Each volunteer received a gift for contributing at least ten volunteer hours. Gifts The Friends of the Library contributed $3,700 for programs, $7,425 for materials, and $3,130 for other items, totally $14,255. The Children’s and Young Adult sections was the recipient of several gifts this year, totaling $2,460. Donors include Optimists, Wal-Mart, and Peace Lutheran Church. Fishback Foundation paid the second half ($5000) of the grant approved in 2007. Meeting Room Use The Cooper Rooms and Conference Room were used 315 times by community groups (does not include use for library programs). The study rooms were used 479 times and the Historical Room 214 times during 2008. Goals For 2008 As developed by Planning for Results Committee: • Increase circulation by 1% during 2008. -- achieved • The Library will add a Young Adult staff person by December 2007. – achieved • The Library will develop a visually inviting area to enhance the welcoming atmosphere of the Library by December 2006. -- achieved • The Library will develop programs for seniors in cooperation with other community entities on a quarterly basis by 2007. – achieved • The Library will provide monthly program opportunities for Young Adults by December 2008. -- achieved • An advisory committee comprised of English as Second Language patrons will be developed by December 2007. – not achieved • By December 2008, the Library will develop/enhance its website to include increased community and government links – in process • The number of community members having cards will increase to 50% of the population served by December 2009. (Currently 47%) – not achieved Unmet Needs The book and other materials budget is well behind the average amount spent nationally or regionally on materials by libraries of our size. This inability to provide the reading/viewing public with the materials they want and need undermines the library’s success. This is 4 5 particularly evident with the public’s shift from VHS to DVD formats, and in books on CD. We do not have enough DVDs or books on CD to keep up with patron demand in those areas. The Library’s website needs to be updated to become more visually satisfying and include more interactive aspects. 1 PARK AND RECREATION BOARD 2008 ANNUAL REPORT TO CITY COUNCIL SUMMARY OF PURPOSE The Park and Recreation Board provides advice to the Director of Parks, Recreation and Forestry and assists in fulfilling the responsibilities of administering the public park system, recreation programs and city forestry program. The Park and Recreation Board shall also advise the City Council and make recommendations on matters regarding park capital improvements and planning. (City of Brookings Ordinance 6-00, Article 1, Chapter 26-6) 2008 PROGRAMS AND SERVICES PROVIDED BY THE BOARD THRU PARK, RECREATION AND FORESTRY DEPARTMENT PARK SECTION • Provided maintenance of the Brookings park system, comprising over 500 acres (some undeveloped). Included are an 18 hole municipal golf course, indoor ice arena, outdoor family aquatic center, tennis court complex, softball complex, baseball/football facility, youth baseball fields, community gardens, tourist campground, 6 mile bike/recreational trail, community parks, neighborhood parks and playgrounds. The parks section also cooperates closely with the Brookings School District in maintaining joint school/park facilities by providing turf care to most school grounds and all playground equipment maintenance. In return, school gymnasiums and the indoor pool are available for city recreation use. • The parks section maintains a fully equipped maintenance fleet of vehicles, mowers and specialty equipment. A full-time staff of 12 employees, assisted by 30 seasonal employees, provides all maintenance and also plays a significant role in developing and constructing new parks. • Park crews also provide outdoor maintenance to several other city department facilities. Included is turf care, flowerbeds, tree & shrub care, and in some instances sidewalk snow removal, for the Public Library, Community Cultural Center, City Hall, Swiftel Center, Brookings Activity Center (seniors), Fire Stations and highway Entrance to the City Right of Ways. No reimbursement is received for these services. • Larson Ice Center completed its sixth full year of operation. Attendance has remained very stable, over 135,000 people entered the rink as 2 spectators and participants. Tournaments continue to bring many people to Brookings. Attendance for open skating shows a nice increase each year, as does rental hours. 2008 operation: January 1-March 23, July 7-Dec. 31 260 days of operation 2,317 hours of use Participants: 232 youth hockey (BISA) 81 Figure Skating Club (BFSC) 92 youth figure skating instruction 8,127 open skate participants 135,000 estimated visitors (automatic door counter) • Fishback Soccer Park completed its fifth year of operation, with very complimentary feedback from all users. • Play at EdgeBrook Golf Course remained at the 2007 level in number of rounds, resulting in another year of not being totally self-supporting. Nationwide, golf numbers have leveled off or decreased and South Dakota is part of that trend, as evidenced by discussions we have had with several other municipalities. 3,000 lineal feet of concrete cart path was completed in 2008. The golf course will operate separately as an Enterprise Fund in 2009. 2008 Operation: April 1-October 31 214 days of operation Recorded Rounds Played (9-hole equivalent) Played on Season Ticket: 8,259 Played on Greens Fees: 9,153 Total: 17,412 Golf Course Season Tickets Sold Family 2 Individual 101 Couple 23 Youth 29 Young Adult 38 Senior 35 Total: 228 • The Douglas Chittick Community Gardens at NorthBrook Park on north Medary Avenue continue to provide a very popular activity and serves a broad cross-section of our community.. 516 gardens were rented in 2008 @ $15 each, and the revenue more than pays our expenses for spring garden preparation, water for irrigation and cleanup and plowing in the fall. Additional garden spots will be added in 2009. 3 • The Hillcrest Aquatic Center completed its third summer. 2008 Operation: May 24-August 26 95 days of operation Estimated total attendance: 70,828 Season Passes/Daily Admissions: Individual 1,009 Family of 3 193 Family of 4 393 Adds to Family of 4 179 Discount Card Admissions 6,420 Cash Daily Admissions 14,090 RECREATION SECTION The Recreation section provides a wide range of year-round activities for youth and adults. City Recreation exists to provide opportunities for leisure time activities at an affordable cost (usually assisted by public funds) that are not feasible or easily provided by the private sector. Specific activities include: Youth: baseball/softball, recreational swimming and instruction, tennis instruction, golf instruction, basketball, ice skating, field trips, specialized instruction (horsemanship, fishing, etc.), open gyms, youth soccer, ice hockey, arts and cultural activities. Adult: baseball/softball, swimming, golf, tennis, basketball, volleyball, ice skating, open gyms, arts and cultural activities, Senior Center activities. The services are provided in a variety of ways with a wide range of degree of involvement by the city. In some activities, the entire program is organized and supervised by the city. Some examples would be golf, tennis, skating instruction, after school recreation and open gym. Other programs are jointly sponsored with parent or adult organizations, such as ice hockey, youth soccer, youth basketball, adult softball/baseball, youth baseball and swim team. We like to refer to these as recreation partnerships. Finally, some agencies, such as Brookings Arts Council, Community Band, Brookings Activity Center are partially supported financially to insure the providing of a quality program to the community, in lieu of duplicating a service through Parks and Recreation. It is very important that this funding partnership continues at the current level, as these activities are truly part of community recreation expectations. The non- profit agencies that do the programming need the basic support the City funds provide. . 4 FORESTRY SECTION City forestry provides the service of planting, pruning, trimming, maintenance and, when necessary, removing trees on public property within the city – primarily on boulevards and in city parks. In 2008, the Forestry section planted 350 new trees, inspected the entire city three times for Dutch Elm Diseased trees, removed DED trees on city property and monitored removal of DED trees on private property, maintained a city tree nursery, did routine pruning and assisted BMU in line clearance. Dutch Elm Disease infections were similar to 2007, giving encouragement that losses will remain stable or decrease after a recent surge in numbers. The original goal of a control program was not to completely stop, but merely spread the losses over an extended time period, thereby minimizing the effect to our community with new trees reaching maturity. But it was hoped this might be a 75-100 year transition, and the recent increase in numbers is disheartening. The first DED tree was diagnosed in Brookings in 1968. Brookings still has almost 45% of the original American Elm population and with many of the replacement trees now 35-40 years old, the losses have not been dramatically noticeable, and Brookings is still noted as being a “City of Trees”. 5 2008 GOALS AND OBJECTIVES – STATUS A. Quality of Life Goals from 2007 City Council Retreat 1. Evaluate land holdings to determine best use long term, complete an analysis and study of future park property needs. STATUS – Not completed, will be assigned by City Manager to Community Development Director, with assistance and input from Park & Recreation Board and staff. 2. EdgeBrook Golf Course - Consider Enterprise Fund for golf STATUS – completed, implemented in 2009 budget - Construction of 9 hole Executive/Junior short course, in 2008 budget. STATUS – 75% completed, finish spring 2009, scheduled to open mid- summer 2009. - Increase profits STATUS - 2008 fees were raised, 5% incentive for early full payment of season tickets resulted in about 30% being paid this way, prior to March 31st. Fees increased also in 2009. 3. Lazy River at Aquatic Center STATUS – no action on this item. 4. Incorporate Wellness into park and recreation strategies. STATUS – City finalized a Memorandum of Understanding with SDSU pertaining to community use of SDSU Wellness Center. 5. Long term plan for old landfill STATUS – Some progress made, ad hoc committee developed list of Potential uses. Master Plan not completed. 6. More shelters STATUS – 2 new shelters in 2009 budget, one at Community Gardens, one at Hillcrest. B. Complete projects currently in progress. 1. Moriarty Park STATUS - Playground completed, shelter completed, basketball courts completed, sidewalk/bike path completed, restroom partially completed, materials on hand to complete baseball/softball field. 2. EdgeBrook Irrigation, cart paths and Executive Nine STATUS - Irrigation controller replacements purchased (not installed), cart paths completed, Executive Nine partially completed. 6 3. Aquatic Center Playground STATUS – not completed, moved to 2009 4. Camelot Playground relocation STATUS – Partially completed, old equipment removed, new equipment installed (school district), tot lot reconstruction in 2009 budget, plus overlay of bike path/sidewalk. C. Operating agreements with Swim Club and Big Sioux Bowmen STATUS – not completed D. Cooperative effort with Golf Advisory Committee in developing long range improvements at EdgeBrook. STATUS – Five year C.I.P. for EdgeBrook includes $248,000 in new equipment and $170,000 to automate old nine irrigation in 2010. E. Cooperative effort with BISA to update and fund completion of permanent seating in Red Rink at Larson Ice Center. STATUS – Project was budgeted and funded in 2009 city budget, bids opened on January 27, 2009. F. Assist City Engineer’s office with Main Avenue Streetscape STATUS – Project 75% complete, to resume in spring 2009, completion date estimated July 1, 2009 7 2009 GOALS AND OBJECTIVES A. Quality of Life Goals in City Council Program and Services Measures 1. Park System Planning and Development GOAL – Develop a park system master plan which will guide long-range development of the park system. ACTION STEP – Assist Community Development Director and City Manager in developing this plan. Incorporate input from city staff and Park and Recreation Board. 2. Nature Park GOAL – Complete an adaptive re-use plan to convert old landfill into a Nature Park Preserve. ACTION STEP – Resume planning process with ad hoc committee. Involve local experts and interest groups in planning process. Retain outside paid consultants only on specific issues needing additional expertise. 3. Community Wellness GOAL – Develop a community wellness initiative which forges partnerships into a community grass-roots coalition designed to promote health and wellness. ACTION STEP – Needs to be defined, involve other entities, not solely park and recreation, but perhaps overall strategic planning should be initiated and coordinated by Brookings Health Systems and SDSU Wellness, with implementation into recreation programs where possible. B. Complete projects currently in progress or scheduled 2009 1. Moriarty Park, restrooms and ballfield 2. EdgeBrook Executive Nine, open in mid-summer 3. Aquatic Center playground 4. Camelot Park/School Playground bike path & overlay 5. Larson Ice Center permanent seating in Red Rink 6. New shelters Hillcrest and Community Gardens 7. New restrooms at Community Gardens, University Plains Speedway 8. Complete Streetscape Project 9. Repair East Parking lot at Larson Ice Center 10. Assist City Engineer with East Loop bike trail project 11. Complete operating agreements with Swim Club, Big Sioux Bowmen and SDSU. 12. Larson Ice Center front entrance improvements and west parking lot modifications. 8 C. New Projects in 2009 1. Implement picture ID season ticket entrance to Hillcrest Aquatic Center and EdgeBrook Golf Course. 2. Construct a “Doggie Park” facility at old landfill, using existing materials and funding. 3. Coordinate front entrance improvement project at Larson Ice Center, to include front entry canopies, new signage/lettering, aesthetic facelift, redesign of west parking drop-off and center parking. Partnership with private funds and city funds (parking lot modifications). 4. Expand Community Gardens by 40 plots 5. Purchase fleet of new turf maintenance equipment for EdgeBrook, on a five year purchase plan, financed by city reserve set aside funds and paid back over five years from EdgeBrook Enterprise Fund. 6. Meet annually with recreation partnership organizations, review programs and operating agreements. 7. Incorporate Aquatic Center Lazy River into five year C.I.P. 8. Complete, grow in and open the EdgeBrook Executive Nine/Junior short course. 9. Replace old irrigation controllers with new equipment purchased in 2008. Approved by Park and Recreation Board February 9, 2009 C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\AnnualReportPC2008.doc Brookings City Planning Commission 2008 Annual Report PURPOSE The City Planning Commission was created as required by SDCL 11-4-11 and 11-6-2 on December 1, 1961. Its primary function is to promote the health, safety and general welfare of the municipality. In the broad sense, its duties include proposing a plan for the physical development of the municipality and recommending boundaries of the zoning districts and appropriate regulations to be enforced therein. The City Planning Commission is also charged with recommending regulations for the subdivision of land and the approval of plats. PROGRAMS AND SERVICES The City Planning Commission makes recommendations to the governing body regarding land use issues. Specifically, the Commission receives applications for zone classification changes, planned development districts, preliminary and final plats, street vacations, annexations, I-1R site plans and conditional use permits. After careful review of each proposal, the Commission makes a recommendation for approval or disapproval, with or without amendment, to the governing body. PERFORMANCE MEASUREMENT The Planning Commission is required, by ordinance, to hold at least one regular meeting each month. The Commission held 12 regular meetings during 2008. The following actions were received and recommended for approval or disapproval: • Final Plats – 260 residential lots, 6 commercial lots, 5 industrial lots, 4 residential blocks, l lot for an institutional use, and 32 lots for the Innovation Campus Research Park • Preliminary Plats – 195 residential lots and 3 large residential blocks • 5 Rezonings: Ag to R-1B, R-2 and R-3 – Windermere Pointe Addition Ag to R-1B – Nelson Addition R-1B to R-2 - Hunter’s Ridge Second Addition R-3 to PDD – Telkamp Addition (mixed residential/business uses) R-2 to PDD – First Addition (museum and accessory uses) • Conditional Uses 1 – Two-family dwelling in the R-1B District 1 – Addition to an existing apartment in the R-2 District 1 – Drive-in Food Service in the B-1 District 1 - 60 unit apartment in the B-2 District 1 – Home Occupation for a Hair Salon in the R-1B District 1 – Apartment use in the B-2 district (second floor only) • Zoning Amendments Deleted Boardinghouse as a use Allowed Drive-in Food Service as a Conditional Use in B-1 District C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\AnnualReportPC2008.doc Allowed Private Stable as Special Exception in R-1A District (JJA) Amended sign regulations for electronic message display signs Allowed Extended Stay Hotels in the B-1, B-3, and B-4 Districts Allowed Ag Research Facility use in Ag District (JJA) • Annexations 12 acres for future residential use 7 acres for future residential use 50.5 acres – existing Southbrook Park and softball complex • Street Vacations 12th Avenue between 8th and 9th Streets (partial) 14th Avenue between 8th and 9th Streets (partial) 4th Street between 5th and 6th Avenues • Tax Increment Districts Created TID # 3 Boundary (Valley View Addition) Approved TID # 3 Project Plan Created TID # 4 Boundary (Sieler Addition) Approved TID # 4 Project Plan • Miscellaneous actions Minor amendment to the Planned Development District in the Village Square Mall (building expansion) Approved an I-1R Site Plan for industrial expansion (Quality Tool) Replatted several existing lots for twinhome development Discussed Design Review Overlay Districts Discussed residential district density regulations EXPENDITURE REPORT Funding and staff time associated with the Planning Commission was budgeted through the Engineering Department in 2008. GOALS AND OBJECTIVES FOR 2009 The following goals have been proposed for 2009 • Review annexation policies to insure an adequate supply of developable land • Continue to track residential development patterns • Monitor the Airport Dual Track Study and railroad transportation issues • Continue to review the Growth Area and Future Land Use Maps in the Vision 2020 Comprehensive Plan UNMET NEEDS None Brookings Traffic Safety Committee Year 2008 Annual Report PURPOSE The current Traffic Safety Committee was formed by Resolution 58-79 dated December 18, 1979 with its stated “duties and responsibilities” of “developing and implementing coordinated traffic safety programs that meet local needs; acting in an advisory capacity to the City Commission (Council) in the coordination of traffic safety activities of the official agencies and departments of the City of Brookings; establishing safety priorities for the city; reviewing and approving project applications for funding; serving in a liaison capacity between the City of Brookings and the South Dakota Highway Safety Program in developing the State Highway Safety Program and in meeting the National Highway Safety Program Standards; promoting public acceptance of official programs proposed or instigated by the city; fostering public knowledge and support of traffic law enforcement and traffic engineering problems; cooperating with city schools in promoting educational traffic safety aids; educating the public in traffic safety and generally aiding the overall reduction of traffic accidents, injuries and deaths on the city streets.” PROGRAMS AND SERVICES The Traffic Safety Committee serves as a sounding board for complaints that arise having to do with vehicle or pedestrian safety in and around the City of Brookings. From testimony and investigation, the Committee makes recommendations on actions needed to enhance and preserve traffic and pedestrian safety. These recommendations are forwarded to the appropriate agency for action. The committee also identifies problems on its own and formulates plans to rectify traffic issues. MEMBERSHIP The members of the Traffic Safety Committee fill specific slots representing groups so that the concerns of the following groups can be heard: POLICE Becky Thompson is a Sergeant with the Brookings Police Department Bryan Gums is Police Chief and serves as an ex-officio member Chris Larson is an Office Clerk with the Police Department and serves the TSC as secretary. C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\Annual Report 2008 TSC.doc 1 TRAFFIC ENGINEER Jackie Lanning, City Engineer, serves in this position SCHOOL DISTRICT Brian Lueders, as Business Manager, represents the Brookings School System SDSU Tim Heaton, SDSU Head of Security, serves in this position. SENIOR CITIZENS Louis Skubic is retired but active with The Drivers Safety Program AUTO INSURANCE Skip Webster from State Farm has provided insight since the Committee was formed in 1979. NEWS MEDIA vacant JOGGERS/BICYCLISTS Daryl Englund from Banner Associates is an avid runner who addresses pedestrian and bike safety INDUSTRY Keith Bruinsma is employed with VeraSun RELIGION Dennis Bielfeldt serves in this position. CITIZEN AT LARGE Mike Fossum is employed with Solvay and joined the committee in April Connie Bridges is employed with First Bank & Trust Matthew Nelson is the General Manager at the Brookings Fairfield Inn and Suites STREET DEPT. Brad Whaley serves in this position PERFORMANCE MEASUREMENT Eight meetings were held in 2008. The meetings are held on the second Thursday of each month at 12:10 PM in the Meeting Room at City Hall. Highlights of actions taken during 2008 are listed by month. January – A motion involving relocating the 35 mph speed limit sign on South Main to the south edge of the city limits by moving 400 ft south was approved. Removal of parking from one side of the street from 17th Ave. to Doral Dr., and also removal of parking from one side of the street on Blue Gill Ave., north of 22nd St. S. to the north side of the cul-de-sac was discussed. February – Removal of parking on the west side of Blue Gill Ave. was approved, and a motion was made to delay action on removal of parking on Torrey Pines Drive. Line of sight concerns at 7th St. and 14th Ave. intersection were discussed. C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\Annual Report 2008 TSC.doc 2 C:\Documents and Settings\sthornes\Local Settings\Temporary Internet Files\Content.Outlook\3J2L1OO2\Annual Report 2008 TSC.doc 3 March – A drive-thru food service in the B-1 district (Nick’s Hamburger Shop) was discussed and a motion to approve the plan was denied. April – The line of sight issue on 7th St. and 14th Ave. was discussed and possible options to improve the intersection were made, but will be resolved next meeting. Removal of parking from the alley on the west side of State Ave., located north of Dakota St. behind Arby’s was discussed. May – No meeting was held. June – No meeting was held. July – The alley on the west side of State Ave., located north of Dakota St. behind Arby’s is indeed a city alley so parking is not allowed by City Ordinance. Traffic speeds on 12th St. S. between Medary Ave. S. and 22nd Ave. S. were discussed. August – No meeting was held. September – The line of sight issue on 7th St. and 14th Ave. was discussed and a motion to table the topic was carried. Traffic speeds on 12th St. S. between Medary Ave. S. and 22nd Ave. S. were discussed. A request to install a 4-way stop at 8th St. and 13th Ave. was approved and forwarded to City Council. October – Removal of parking on the south side of Torrey Pines Drive was approved. A request of parallel parking on the 700 block of Main St. was discussed. A request to remove parking from the SE corner of 9th St. and 22nd Ave. was approved. November – A request for angled parking on the NW corner of Circle Drive was approved. December – No meeting was held. On average, we had seven (7) members present at eight (8) meetings for one hour resulting in fifty-six (56) volunteer hours spent in meetings. Each member also had to inspect the area being studied before the meeting, which resulted in additional volunteer time being spent. EXPENDITURE REPORT No direct funds were expended to accomplish the activities of the Brookings Traffic Safety Committee. Staff time from the Police Department and the Engineering Department was used and is budgeted under each of these departments. GOALS AND OBJECTIVES FOR 2009 • Hold at least ten monthly meetings • Have an average of eight members attend each meeting • Make a recommendation on each item of sustenance on the agenda within one or two meetings from the time it is placed on the agenda. UNMET NEEDS None City Council Packet March 10, 2009 119 12. Adjourn.