HomeMy WebLinkAbout2009_12_08 CC PKTCity Council Packet
December 8, 2009
Brookings City Council
Tuesday, December 8, 2009
City Hall Council Chambers
311 Third Avenue
5:30 p.m. – Work Session – NOTE START TIME
6:00 p.m. – Regular 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.
5:30 P.M. WORK SESSION
**Work Sessions are open to the public. During the work session the city staff would brief the council on items for that
particular meeting, introduce future topics, and provide a time for Council members to introduce topics.”
1. Review of City Subsidy Application Process and Policies.
2. City Council Member Ex-Officio Reports.
3. City Council member introduction of topics for future discussion.*
4. Council Invites & Obligations.
*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. Record of Council attendance.
4. Action to approve the following Consent Agenda Items:*
A. Action to approve the agenda.
B. Action on Resolution No. 119-09, Uncollectible Checks Removed from Liquor Store
Records.
C. Action to approve abatement of the 2009 Drainage Fee for Parcel No. 40160-00200-
008-00, West 25’ of the South 105’ of Lot 8, Block 2, First Addition, location of the
former law office building on the northeast corner of 3rd Street and 5th Avenue.
D. Action on Revised Resolution No. 112-09, a Resolution Fixing Time and Place for
Hearing Upon Assessment Roll for Street Assessment Project 2008-04STA
(East/West Alley from 6th Street to 7th Street between 7th Avenue and 8th Avenue).
E. Action on Resolution No. 122-09, a Resolution Directing Preparation of Assessment
Roll, Dividing Assessments Into Installments, and Providing For the Collection
Thereof For Street Assessment Project 2009-04STA (Alley from 11th Avenue to 12th
Avenue between 1st Street and 2nd Street).
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.
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Presentations, Special Requests/Invites & Reports
5. Open Forum.
6. SDSU Student Senate Report.
7. 2009 Strategic Plan Update.
8. Preview of proposed 2010 Construction Projects.
9. SDSU Northwest Quadrant Presentation.
10. Update on City/County Space Needs Issues.
Informational
First Reading**
11. Ordinance No. 32-09: Budget Amendment #3, An Ordinance Authorizing a
Supplemental Appropriation to the 2009 Budget for the Purpose of providing for
additional Funds for the Operation of the City.
Public Hearing: December 15th
**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
12. Ordinance No. 30-09: An Ordinance amending the Zoning Ordinance pertaining to the
definition of a Coffeehouse.
City Manager Introduction
Open & Close Public Hearing
Motion to approve – Roll Call
13. Ordinance No. 31-09: An application for a Conditional Use to establish an apartment
with 3 units on the west 183 feet of the east 288 feet of the south 140 feet of Block 11,
Parkdale Home Second Addition (208 West 8th Street).
City Manager Introduction
Open & Close Public Hearing
Motion to approve – Roll Call
14. Public hearing and action on annual liquor and wine renewals.
City Manager Introduction
Open & Close Public Hearing
Motion to approve – Roll Call
Other Business
15. Action on bids for Landfill Rear Loader Refuse Body & Truck Chassis.
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
16. Action on Resolution No. 121-09, a Resolution Authorizing the Execution of Real Estate
Purchase Agreement (Pitts Property).
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
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17. Action on Resolution No. 128-09, a Resolution Authorizing Change Orders #1 through
#4 (Final) for Larson Ice Center Red Rink Project, Beck & Hofer Construction.
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
18. Action on Resolution No. 129-09, a Resolution Authorizing Change Orders #1 through
#6 (Final) for Larson Ice Center Exterior Project, Mills Construction, Inc.
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
19. Action on FINAL CHANGE ORDERS for the Airport Fuel System:
A. Resolution No. 124-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System – Concrete Work, Mills Construction.
B. Resolution No. 125-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System – Tanks, Sioux Equipment.
C. Resolution No. 126-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System Project – Electrical Work, Perry Electric.
D. Resolution No. 127-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System – Tank Restoration Project, VJ Ahlers
Construction.
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
20. Discussion and possible action on establishing a Parking Ad Hoc Committee.
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
21. TABLED: Discussion and possible action on a funding pledge for the proposed McCrory
Gardens Visitors Center.
Motion to remove from Table
City Manager Introduction
Motion to Approve
Request Public Comment, Roll Call
22. Adjourn.
Brookings City Council
Tim Reed, Mayor
Mike Bartley, Deputy Mayor & Council Member
Tom Bezdeichek, Council Member
John Kubal, Council Member
Mike McClemans, Council Member
Jael Thorpe, Council Member
Julie Whaley, Council Member
Council Staff
Jeffrey W. Weldon, City Manager
Steven Britzman, City Attorney
Shari Thornes, City Clerk
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View the City Council Meeting Live on the City Government Access Channel 9.
Rebroadcast Schedule: Wednesday @ 1pm, Thursday @ 7pm, Friday @ 9pm, and Saturday @ 1pm.
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 three (3) working days
prior to the meeting.
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5:30 P.M. WORK SESSION
** Work Sessions are open to the public. During the Work Session the city staff would brief the Council on items for that
particular meeting, introduce future topics, and provide a time for Council members to introduce topics.
1. Review of City Subsidy Application Policy and Process.
This item is on the agenda pursuant to City Council request. Enclosed are the current
City Subsidy Application and Revised Council Policy.
Estimated Time: 25 minutes
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City of Brookings
Ends Policy 1, Financial Stability
Establishing what is to be done, for whom, at what cost, and
Executive Limitations to define unacceptable means
Financial Stability – Key Performance Area
Guideline H: Appropriation and Subsidy Policy & Guidelines
Purpose.
The purpose of this policy is to establish guidelines and criteria regarding the allocation and use
of municipal subsidies within the City of Brookings. These guidelines shall be used in processing
and reviewing applications requesting municipal subsidy assistance. Protecting the financial
interest is of the City of Brookings is of the utmost importance, so it is the intent of the city to
provide a minimum amount of municipal subsidies, as well as other incentives that the City may
deem appropriate, for the shortest term required for the project to proceed.
The City reserves the right to approve or reject projects on a case-by-case basis, taking into
account established policies, specific project criteria, and demand on city services in relation to
the potential benefits to be received from a proposed project.
Meeting policy guidelines or other criteria does not guarantee the award of municipal subsidies.
Furthermore, the approval or denial of one project is not intended to set precedent for
approval or denial of another project.
Whenever possible, it is the City’s intent to coordinate the use of municipal services with other
local governing bodies and taxing jurisdictions.
Objective of Municipal Subsidies.
The City of Brookings is committed to providing a high quality of life for its citizens and
fostering a diverse economic base through innovative thinking, strategic planning, and proactive,
fiscally responsible municipal management.
To fulfill this commitment, the Brookings City Council will closely examine its goals and the
goals of its city departments to identify outcomes that will meet the standards as outlined in the
mission statement above.
The Council also recognizes that its support of programs and services outside the scope of its
city departments may be necessary to fulfill the commitment and achieve the desirable quality of
life for its citizens. As a matter of policy, the City of Brookings will consider using municipal
funds to assist in the following areas, but are not limited to, opportunities in the areas of:
Affordable Housing
Arts & Culture
Child Care & After School Programs
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Diversity
Economic Development
Education & Literacy
Environment
Government Stewardship
Health
Parks, Recreation & Open Spaces
Partnerships
Preservation/ History
Safety
Transportation/Transit
The Brookings City Council may choose to annually allocate a specified funding amount for a
specific category, regardless of the number of applicants for that particular programming area.
General Guidelines for the Allocation of Municipal Subsidies
The City of Brookings may allocate up to four (4) percent of the annual General Fund
expenditures to subsidize community needs and programs. The City’s current and projected
financial health and stability will be the key deciding factor in determining its ability to provide
funds to outside organizations.
In addition, the Council will consider a number of factors as defined in the City’s Funding
Application when making this decision. A key factor will be the applicant’s ability to provide a
service or outcome that improves the quality of life for the citizens of Brookings. The applicant
must also provide a “but for” analysis which demonstrates the need for public assistance.
Other factors include the applicant’s ability to become self-sustaining, the duration of the
funding commitment, and operating verses capital requests.
Municipal subsidy will not be used for projects that would place extraordinary demands on city
infrastructure and services.
Request for donations or subsidies from individuals, religious or political groups based out of
the City of Brookings will not be considered.
Request for donations or subsidies from qualified organizations outside of the funding timeline
will not be considered.
General Guidelines for Subsidies
The Brookings City Council evaluates program-funding proposals on an annual basis for funding
in the following calendar year. The City’s fiscal year is January 1 to December 31. Proposals
must be submitted to the City Clerk in accordance with the budget cycle schedule and proposal
format outlined below. Requests may only be made during this period of time. Completed
applications must be received on or before June 1st of each given year.
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Following, a review by the City Manager and Finance Manager, the application shall be referred
to the City Council for further consideration during the annual budget meetings.
Organizations applying for a donation or subsidy must submit a completed Application for
Funding along with a detailed description of the project; a preliminary site plan; the amount
requested; the duration of the funding request; the public purpose of the project; verifiable
funding sources and uses; and a “but for” analysis which demonstrates the need for public
assistance. Additional documents that may be required include the organization’s current
expense statement and budget, Board of Directors listing, current Annual Report, and all other
items specified in the City of Brookings Application for Funding.
Budget Hearing Process.
Brookings City Council budget meetings are held in the months of August and September. All
budget meetings are open to the public. Applicants may or may not be invited to make a
presentation on their funding proposal. Applicants are encouraged to attend all budget
meetings to remain informed during the process. Applicants should be prepared to answer
questions based on the application. Final action on the budget occurs at the last Council
meeting in September.
Brookings School District Subsidies
Appropriation of public funds can be set aside for specific purposes which promote the City of
Brookings mission and the local quality of life within the City of Brookings. Brookings Municipal
Utilities transfers funds each year to the General Fund as a means to keep city property taxes
at a low level for the citizens of Brookings. The City of Brookings may annually appropriate up
to 15% of the transfer from the Brookings Municipal Utilities to the Brookings School District.
Economic Development/Promotions Subsidies
A subsidy from the 3rd B Fund shall meet the requirements of the SD State Statute 10-52-8*.
Funds will be appropriated from the 3rd B Fund to entities with the capacity to promote and
advertise the city, its facilities, attractions, and activities. In any fiscal year, the City may require
the unencumbered funds be returned to the City 3rd B Fund.
Subsidy Agreement and Reporting Requirements
The City of Brookings requires all recipients of municipal funds to enter into appropriate
agreements that identify the reason for the subsidy, the public purpose served by the subsidy,
subsidy payment schedule, final the specific performance measurements to be attained, and final
reporting on outcomes. Failure to provide final reporting of funds and all other required
reports will make applicant ineligible for future subsidies.
The City has established the policy that financial, service and program performance measures
be developed and used as an important component of decision making and incorporated into
governmental budgeting. The City encourages all departments to utilize performance
measures. At a minimum, performance measures should be used to report on the outputs of
each program and should be related to the objectives of each department.
The performance measurements should:
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1. Be based on program objectives that tie to the City Council’s goals and program mission or
purpose;
2. Measure program results or accomplishments;
3. Provide for comparisons over time;
4. Measure efficiency and effectiveness;
5. Be reliable, verifiable and understandable;
6. Be reported internally and externally;
7. Be monitored and used in decision-making processes; and
8. Be limited to a number and degree of complexity that can provide an efficient and
meaningful way to assess the effectiveness and efficiency of key programs.
All agreements and reports shall be timely prepared and filed with the City Clerk. Failure to
comply with any of these requirements may result in the revocation of the requested subsidy as
well as fines, repayment requirements, and a determination that the organization is ineligible for
future municipal subsidies for a period of years.
* Applicable State Statute:
10-52-8. Additional tax on lodgings, alcoholic beverages, prepared food, and admissions -- Purposes -- Conformance with state sales and use
tax. Notwithstanding the tax rate limitations of §10-52-2 or 10-52-2.1, any municipality may impose an additional municipal non-ad valorem tax
at the rate of one percent upon the gross receipts of all leases or rentals of hotel, motel, campsites, or other lodging accommodations within
the municipality for periods of less than twenty-eight consecutive days, or sales of alcoholic beverages as defined in §35-1-1, or establishments
where the public is invited to eat, dine, or purchase and carry out prepared food for immediate consumption, or ticket sales or admissions to
places of amusement, athletic, and cultural events, or any combination thereof. The tax shall be levied for the purpose of land acquisition,
architectural fees, construction costs, payments for civic center, auditorium, or athletic facility buildings, including the maintenance, staffing, and
operations of such facilities and the promotion and advertising of the city, its facilities, attractions, and activities. Such taxes shall conform in all
respects to the state sales and use tax on such items with the exception of the rate.
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City of Brookings, South Dakota
APPLICATION FOR CITY FUNDS
DURING ANNUAL BUDGET CYCLE
Mission Statement
The City of Brookings is committed to providing a high quality of life for its
citizens and fostering a diverse economic base through innovative thinking,
strategic planning, and proactive, fiscally responsible municipal management.
Application Process:
The Brookings City Council evaluates program-funding proposals on an annual basis for funding
in the following calendar year. The City’s fiscal year is January 1 to December 31. Proposals
must be submitted in accordance with the budget cycle schedule and proposal format outlined
below. Please note that requests may only be made during this period of time. Completed
applications must be received on or before June 15, 2009.
City Budget Cycle Schedule:
June 15, 2009 Deadline to submit completed funding proposal to City
(early submission is encouraged)
June Preliminary meetings with City Manager upon invitation
August Council review of budget
September Council adoption of budget
October Notification of funding
Proposal Requirements:
1. Completed funding application.
2. Cover letter signed by the senior administrative official that briefly describes the project
and funding request.
3. Narrative statement of program.
4. Most recent audit.
5. Most recent budget.
6. List of current board members of Board of Directors.
Submission Instructions:
Please read the application form carefully and refer to the Proposal Requirements for clarification.
All information should be entered in the space provided or “not applicable” inserted.
Incomplete applications will not be considered.
o All proposals must be typed.
o Submit four (4) full sets of the completed application packet. Application packets should be
assembled with a manila folder or clip; do not use plastic covers or binders. Do not
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send program videotapes or architectural renderings. Materials submitted will not be
returned. Mail or deliver completed application packets to Shari Thornes, Brookings City
Clerk, 311 Third Avenue, City Hall, Brookings, SD 57006 (Box 270).
o A full electronic set is also required. Email the application packet in its entirety to
sthornes@cityofbrookings.org.
o Deadline: June 15, 2009
Appearance Before City Council
If the applicant is invited to the City Council meeting, no presentation is desired. The applicant
should be prepared, however, to answer questions based on the application. All proposed
handouts must be provided to the City Clerk in advance for approval and distribution. Direct
distribution of materials to the City Council members is not permitted.
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City of Brookings, South Dakota
APPLICATION FOR CITY FUNDS
Mission Statement
The City of Brookings is committed to providing a high quality of life for its
citizens and fostering a diverse economic base through innovative thinking,
strategic planning, and proactive, fiscally responsible municipal management.
Applicant Information:
1. Name of applicant:
address
telephone
fax
email address
2. Contact (individual responsible for the project):
name
title
address (if different)
telephone
fax
email address
3. Applicant is:
nonprofit organization
government agency
for-profit business
an individual
other
4. Type of Funds Requested:
City General Fund Subsidy
City Second Penny Funds (see criteria and qualifications below)
CITY ORDINANCE ON SECOND PENNY FUNDS:
Any revenues received pursuant to sections 78-32 and 78-33 in excess of the amount
received if the rate of tax in section 78-32(a) is one percent may be used only in the
following manner:
1) Seventy-five percent of such revenues may be used only for General Fund Critical
Needs Equipment and for capital improvements which involve the construction and
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financing of public improvements designated by ordinance or resolution of the City
Council following a public hearing. The term “construction and financing,” as used in
this section, shall include land acquisition, architectural and engineering fees,
construction costs and debt retirement. The term “public improvements,” as used
in this section, shall include improvements owned by the city, joint county-municipal
improvements, joint school district-municipal improvements as authorized by SDCL
ch. 6-3 (SDCL 6-3-1 et seq.), and improvements constructed pursuant to a joint
powers agreement with the state and South Dakota State University as authorized
by SDCL ch. 1-24 (SDCL 1-24-1 et seq.). Any improvement project authorized by
the City Council under this subsection (a) shall be subject to referendum.
2) Twenty-five percent of such revenues may be used only for capital improvements,
including lease purchase agreements of realty, land acquisition, the funding of public
ambulance and medical emergency response vehicles, public hospitals, or nonprofit
hospitals with 50 or fewer licensed beds, and other public health care facilities or
nonprofit health care facilities with 50 or fewer licensed beds, the transfer to the
special 911 fund authorized by SDCL 34-45-12, the purchasing of firefighting vehicles
and equipment, public safety vehicles and equipment and debt retirement.
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Brief History of Organization/Applicant:
If the applicant is a nonprofit organization, please state its mission. For a for-profit business,
state the nature of the business.
Description of services provided and persons served.
Provide a description of the program characteristics which distinguish it from others in
Brookings.
Identify the key issues facing your organization at this time.
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Summary Project Description
Provide the name of the project or program and describe in it in 50 words or less.
Location of project or program:
Date(s) of implementation:
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Project Summary:
(Attached narrative not to exceed 5 typed pages in 12 point font and 1 inch margins)
1. State the project and/or program’s purpose, significance, ownership, schedule and
anticipated outcomes.
2. Discuss how the project will help your organization position itself to respond more
effectively to the KEY issues described under the organizational information section on
Page 5.
3. Does this project replace another facility or program? Are there similar programs in
Brookings or serving the City of Brookings?
4. Outline total project costs, funds requested from city, and funds to be provided by
other sources.
5. Provide reliable information and projections indicating direct net impact on future city
operating funds and budgets for five years.
6. Describe efforts for securing funds from other non-city sources. Is your organization
eligible for grants for matching funds?
7. Will the project benefit sales tax revenue in the City and if so, in what way? Is the
impact measurable and, if so, what is the estimated impact on sales tax revenues?
8. What is the economic benefit to the community other than tax revenues?
9. What effect will the completed project have on the organization’s overall budget?
10. List other Brookings agencies or organizations that interact and cooperate with your
organization.
11. Describe and quantify users and/or beneficiaries of the project. How many
families/businesses does this program serve or effect?
12. Describe measurable goals that you intend to accomplish in the next year and two
years.
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Certification
Acting as the duly authorized representative for the described project and its sponsoring
organization/agency/business, I certify the information submitted is correct to the best of my
knowledge and belief and submit this request for funding to the City of Brookings.
Name Title
Signature Date
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City Council Guidelines for Analyzing Proposals and Requests:
1. Funding Category
_ Affordable Housing
_ Arts & Culture
_ Youth Development
_ Diversity
_ Economic Development
_ Education & Literacy
_ Environment
_ Government Stewardship
_ Health
_ Parks, Recreation & Open Spaces
_ Partnerships
_ Preservation/ History
_ Safety
_ Transportation/Transit
2. Funding Type:
_ Capital
_ Operating
3. The Effect on the Citizens
a. Will services improve?
b. Will members of the public find satisfaction with the program or facility?
c. Does the action contribute to a diverse economy in Brookings?
d. Does the action contribute to a high quality of life in Brookings?
4. Financial Impact
a. Relation to Budget.
b. Relation to Capital Improvement Plan.
c. Relation to Cash Flow.
d. Relation to future Budgets and Plans.
5. Relationship to Ends Policies.
a. Council Goals.
b. Affected Departmental Goals.
6. Staff
a. Is there a management recommendation?
b. Is the request or proposal able to be met and/or implemented?
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7. Others
a. Has it been adequately researched by staff and presenter?
b. Does it require a change in policy?
c. Have those affected been involved?
d. Has the proper committee, if necessary, been involved?
8. Evidence of clearly defined performance measurements.
9. Agreement to comply with all City ADA Policies. Policy is included in application packet.
10. Compliance with the City Governance and Ends Policy #1, Financial Stability regarding
“Appropriation and Subsidy Policy and Guidelines.” Policy is included in application packet.
Compliance with Americans with Disabilities Act
and City of Brookings ADA Policies
Required as Condition of Funding
Title II of the ADA prohibits public entities from discriminating against or excluding people
from programs, services, or activities on the basis of disability. The standard against which
programs and services will be measured for the purpose of ADA compliance is one of overall
program accessibility: all City of Brookings programs, services, and activities, when viewed it its
entirety, must be readily accessible to and usable by individuals with disabilities.
Therefore, the City of Brookings requires all city-owned and/or funded new, remodeled, and
retrofitted facilities comply with the requirements of the federal Americans with Disabilities Act
guidelines and all City ADA related policies.
The City ADA Compliance Officer will review and approve the project scope, final plans, and
bid package of all new construction, remodels, and retrofits of City owned and/or funded
facilities. The scope and budget development of capital improvement projects will include the
identification of ADA needs related to these projects to ensure compliance and accessibility
standards.
Compliance with these policies is a condition for acceptance of the funding. For more
information regarding these policies and procedures, please contact Shari Thornes, City ADA
Compliance Officer, at 605-697-8641.
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5:30 P.M. WORK SESSION
** Work Sessions are open to the public. During the Work Session the city staff would brief the Council on items for that
particular meeting, introduce future topics, and provide a time for Council members to introduce topics.
2. City Council Member Ex-Officio Reports.
Pursuant to council direction, “City Council Member Ex-Officio Reports” will be a
standing agenda item at all Council Work Sessions. The Council Members that serve as
Ex-Officio members on the Brookings Health System Board and Utility Board will
provide verbal reports regarding recent meetings they have attended.
Utility Board: Council Members Bezdichek and Kubal
Health Systems Board: Council Members Whaley and Thorpe
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5:30 P.M. WORK SESSION
** Work Sessions are open to the public. During the Work Session the city staff would brief the Council on items for that
particular meeting, introduce future topics, and provide a time for Council members to introduce topics.
3. City Council member 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.
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5:30 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. Council Invites & Obligations.
Dec. 8th
Tuesday
Holiday Train Welcome
4:45 p.m.
22nd Avenue &
Orchard Drive
Dec. 8th
Tuesday
Council Meeting
5:30 & 6
p.m.
Council Chambers
Dec.
10th
Thursday
Brookings County Wide
Pandemic Planning Event
1:00 p.m. –
4:30 p.m.
Swiftel Center
Dec.
14th
Monday
South 3 Field Education Unit
Community Leader Meeting
3:00 p.m.
Brookings County
Resource Center
Dec.
15th
Tuesday
Council Meeting
5 & 6 p.m.
Council Chambers
Dec.
22nd
Tuesday
NO COUNCIL MEETING
DUE TO HOLIDAYS
January
12th
Tuesday
Legislative Session Starts
January
20th
Wednesday
Brookings Day at the Capitol
January
20-21st
Wednesday-
Thursday
Governor’s Conference on
Tourism
Ramkota
Pierre, SD
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6:00 P.M. REGULAR MEETING
1. Call to order.
2. Pledge of Allegiance.
3. Record of Council attendance.
4. Action to approve the following Consent Agenda Items *
A. Action to approve the agenda.
B. Action on Resolution No. 119-09, Uncollectible Checks Removed from Liquor Store
Records.
C. Action to approve abatement of the 2009 Drainage Fee for Parcel No. 40160-00200-
008-00, West 25’ of the South 105’ of Lot 8, Block 2, First Addition, location of the
former law office building on the northeast corner of 3rd Street and 5th Avenue.
D. Revised Resolution No. 112-09, a Resolution Fixing Time and Place for Hearing Upon
Assessment Roll for Street Assessment Project 2008-04STA (East/West Alley from
6th Street to 7th Street between 7th Avenue and 8th Avenue).
E. Action on Resolution No. 122-09, a Resolution Directing Preparation of Assessment
Roll, Dividing Assessments Into Installments, and Providing For the Collection
Thereof For Street Assessment Project 2009-04STA (Alley from 11th Avenue to 12th
Avenue between 1st Street and 2nd Street).
Motion to approve, request public comment, roll call
Presentations, Special Requests/Invites & Reports:
5. Open Forum.
6. SDSU Student Senate Report.
7. Strategic Plan Update.
8. Preview of proposed 2010 Construction Projects.
9. SDSU Northwest Quadrant Presentation.
10. Update on City/County Space Needs Issues.
Informational
First 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.
11. Ordinance No. 32-09: Budget Amendment #3, An Ordinance Authorizing a
Supplemental Appropriation to the 2009 Budget for the Purpose of providing for
additional Funds for the Operation of the City. Public Hearing: December 15th.
Second Readings/Public Hearings
12. Ordinance No. 30-09: An Ordinance amending the Zoning Ordinance pertaining to the
definition of a Coffeehouse.
City Manager Introduction, Open & Close Public Hearing, Motion to approve – Roll Call
13. Ordinance No. 31-09: An application for a Conditional Use to establish an apartment
with 3 units on the west 183 feet of the east 288 feet of the south 140 feet of Block 11,
Parkdale Home Second Addition (208 West 8th Street).
City Manager Introduction, Open & Close Public Hearing, Motion to approve – Roll Call
14. Public hearing and action on annual liquor and wine renewals
City Manager Introduction, Open & Close Public Hearing, Motion to approve – Roll Call
Other Business
15. Action on bids for Landfill Rear Loader Refuse Body & Truck Chassis.
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
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December 8, 2009
16. Action on Resolution No. 121-09, a Resolution Authorizing the Execution of Real Estate
Purchase Agreement (Pitts Property).
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
17. Action on Resolution No. 128-09, a Resolution Authorizing Change Orders #1 through
#4 (Final) for Larson Ice Center Red Rink Project, Beck & Hofer Construction.
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
18. Action on Resolution No. 129-09, a Resolution Authorizing Change Orders #1 through
#6 (Final) for Larson Ice Center Exterior Project, Mills Construction, Inc.
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
19. Action on FINAL CHANGE ORDERS for the Airport Fuel System:
A. Resolution No. 124-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System – Concrete Work, Mills Construction.
B. Resolution No. 125-09, Resolution Authorizing Change Order No.1 (CCO#1
Final) for Airport Fuel System – Tanks, Sioux Equipment.
C. Resolution No. 126-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System Project – Electrical Work, Perry Electric.
D. Resolution No. 127-09, Resolution Authorizing Change Order No. 1 (CCO#1
Final) for Airport Fuel System – Tank Restoration Project, VJ Ahlers
Construction.
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
20. Discussion and possible action on establishing a Parking Ad Hoc Committee.
City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
21. TABLED: Discussion and possible action on a funding pledge for the proposed McCrory
Gardens Visitors Center.
Motion to remove from Table, City Manager Introduction, Motion to Approve, Request Public Comment, Roll Call
22. Adjourn.
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December 8, 2009
CONSENT AGENDA #4
4. Action to approve the following Consent Agenda Items:*
A. Action to approve the agenda.
B. Action on Resolution No. 119-09, Uncollectible Checks Removed from
Liquor Store Records.
C. Action to approve the abatement of the 2009 Drainage Fee for Parcel
No. 40160-00200-008-00, West 25’ of the South 105’ of Lot 8, Block 2,
First Addition, location of the former law office building on the northeast
corner of 3rd Street and 5th Avenue.
D. Revised Resolution No. 112-09, a Resolution Fixing Time and Place for
Hearing Upon Assessment Roll for Street Assessment Project 2008-
04STA (East/West Alley from 6th Street to 7th Street between 7th Avenue
and 8th Avenue).
E. Action on Resolution No. 122-09, a Resolution Directing Preparation of
Assessment Roll, Dividing Assessments Into Installments, and Providing
For the Collection Thereof For Street Assessment Project 2009-04STA
(Alley from 11th Avenue to 12th Avenue between 1st Street and 2nd Street).
*Matters appearing on the Consent Agenda are expected to be non-controversial and will be acted upon by the Council at
one time, without discussion, unless a member of the Council or City Manager requests an opportunity to address any given
item. Items removed from the Consent Agenda will be discussed at the beginning of the formal items. Approval by the
Council of the Consent Agenda items means that the recommendation of the City Manager is approved along with the terms
and conditions described in the agenda supporting documentation.
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation: Approve
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December 8, 2009
CONSENT AGENDA #4
B. Action on Resolution No. 119-09, Uncollectible Checks Removed
from Liquor Store Records.
Resolution No. 119-09
Uncollectible Checks Removed from Liquor Store Records
Whereas, The Brookings Municipal Liquor Store has received a total amount of $952.62 in
insufficient funds and no account checks; and
Whereas, these checks and bills have been processed for collection with the States Attorney
and Sheriff’s Office and have been considered uncollectible;
01-08 Barry W Bennett $ 62.33
08-08 Susan Ramirez $ 20.34
07-08 Jody Rowen $ 19.18
12-08 Stephen S Waldner $131.95
10-08 Lindsey A Ironroad $283.04
10-08 Lindsey A Ironroad $ 37.39
03-08 Monica Lemme $ 79.31
03-08 Monica Lemme $133.04
03-08 Monica Lemme $ 99.89
03-08 Monica Lemme $ 86.15
Now, Therefore, Be It Resolved that the checks totaling $952.62 for the Liquor Store be
determined as uncollectible and removed from the records. Such checks will be retained by
the State’s Attorney Office to support possible subsequent collection of that debt.
Passed and approved this 8th day of December 2009.
CITY OF BROOKINGS
Tim Reed, Mayor
ATTEST:
______________________________
Shari Thornes, City Clerk
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December 8, 2009
CONSENT AGENDA #4
C. Action to approve abatement of the 2009 Drainage Fee for Parcel
No. 40160-00200-008-00, West 25’ of the South 105’ of Lot 8,
Block 2, First Addition, location of the former law office building
on the northeast corner of 3rd Street and 5th Avenue.
The City of Brookings accepted the donation of a parcel of property located at the
northeast corner of 3rd Street and 5th Avenue, which is described as Parcel Number
40160-00200-008-00, the West 25’ of the South 105’ of Lot 8, Block 2, First Addition.
This parcel is now owned by the City of Brookings and the former law office has been
removed. This parcel had a drainage fee calculated of $18.75. Since this is now owned
by the City, the drainage fee should be abated to have a fee of $0.00. Approval of this
request will authorize the Brookings County will abate the drainage fee of $18.75 from
Parcel Number 40160-00200-008-00.
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City Council Packet
December 8, 2009
CONSENT AGENDA #4
D. Revised Resolution No. 112-09, a Resolution Fixing Time and
Place for Hearing Upon Assessment Roll for Street Assessment
Project 2008-04STA (East/West Alley from 6th Street to 7th Street
between 7th Avenue and 8th Avenue).
The City Council approved Resolution No. 112-09 establishing the public hearing for
Street Assessment Project 2008-04STA, (East/West Alley from 6th Street to 7th Street
between 7th Avenue and 8th Avenue), which was scheduled for December 8th, 2009.
However, the notice was not delivered to the Brookings Register in time to publish the
notice at least one week prior to the date set for the hearing as required by SDCL. The
notice will be published for the public hearing to be held on December 15, 2009 and a
copy of the notice and the assessment costs will be mailed to the property owners as
required by SDCL. Approval of Revised Resolution No. 112-09 will authorize the new
public hearing date of December 15, 2009.
(Revised) Resolution No. 112-09
Resolution Fixing Time and Place for Hearing Upon Assessment Roll for Street Assessment
Project No. 2008-04STA
(East/West Alley from 6th Street to 7th Street between 7th Avenue and 8th Avenue)
Be It Resolved by the City Council of the City of Brookings, South Dakota, as follows:
1. The assessment roll for Street Assessment Project No. 2008-04STA having been filed in the office of
the City Clerk on the 9th day of November, 2009, the City Council shall meet in the Council Chambers,
City Hall, in said City on Tuesday, the 8th 15th day of December, 2009 at 6:00 o'clock PM, the said date
being not less than twenty (20) days from the filing of said assessment roll for hearing thereon.
2. The City Engineer is authorized and directed to prepare a notice describing, in general terms Street
Assessment Project No. 2008-04STA, the date of filing the assessment roll, the time and place of hearing
thereon, stating that the assessment roll will be open for public inspection at the office of the City
Engineer and referring to the assessment roll for further particulars.
3. The City Clerk is authorized and directed to publish said notice in the official newspaper at least one
(1) week prior to the date set for hearing and to mail a copy thereof, by first class mail addressed to the
owner or owners of any property to be assessed at his, her or their last mailing address as shown by the
records of the Director of Equalization at least one (1) week prior to the date set for said hearing.
Passed and approved this 17th day of November, 2009.
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
Tim Reed, Mayor
ATTEST:
Shari Thornes, City Clerk
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December 8, 2009
CONSENT AGENDA #4
E. Action on Resolution No. 122-09, a Resolution Direction
Preparation of Assessment Roll, Dividing Assessments Into
Installments, and Providing for the Collection Thereof for Street
Assessment Project 2009-04STA (Alley from 11th Avenue to 12th
Avenue between 1st Street and 2nd Street).
The Brookings City Council approved Resolution of Necessity No. 50-09 on May 26,
2009, authorizing the City to proceed with bidding for an alley assessment project. This
project consists of an east/west alley located from 11th Avenue to 12th Avenue between
1st Street and 2nd Street. This project is an assessment project with all of the project
costs being assessed to the abutting property owners.
This project has been closed out, and is ready for the assessment process. This
resolution will direct staff to prepare the assessment roll for this project. There will be
two following resolutions, which will set the hearing date, and to hold the public hearing
to levy the assessment.
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City Council Packet
December 8, 2009
Resolution No. 122-09
Resolution Directing Preparation of Assessment Roll, Dividing Assessments into
Installments, and providing for the Collection thereof for
Street Assessment Project 2009-04sta
(Alley from 11th Avenue to 12th Avenue between 1st Street and 2nd Street)
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 a Resolution 50-
09, Resolution of Necessity for Street Assessment Project No. 2009-04STA. 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 Street Assessment Project No. 2009-04STA 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 $24,165.11
Engineering, inspection, fiscal,
legal expense and publication $ 1,449.91
$25,615.02
4. The total cost of said improvement shall be paid as follows:
Assessable costs $25,615.02
5. There shall be made and filed in the office of the City Manager 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 alley constituting said improvement.
6. The assessment shall be divided into five (5) equal annual installments.
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 8th day of December 2009.
CITY OF BROOKINGS
ATTEST: Tim Reed, Mayor
Shari Thornes, City Clerk
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City Council Packet
December 8, 2009
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 Student Senate Report.
President – Matt Tollefson
Vice-President – Michael Kendall
Administrative Assistant – Brandon Bausch
Finance Chair – Ashley Dumke
State & Local Chair – Catherine Grandorff
http://studentorgs.sdstate.org/studentsassociation/Default.htm
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December 8, 2009
Presentations/Reports/Special Requests
7. 2009 Strategic Plan Update.
Enclosed are the Brookings City Council’s Goals from their 2009 Strategic
Plan which was adopted on March 10, 2009. The analysis highlighted in red
is a brief commentary on the status of each of the projects to date.
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Brookings City Council
Goals for 2009 Strategic Plan
Goal Setting Retreat – February 19, 2009
Adopted March 10, 2009
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.
AIRPORT SITE SELECTION ANALYSIS:
The FAA continues to analyze our consultant’s work on the
Environmental Assessment (EA). After policy review, it has been
returned for a second legal review. As a result, the public hearing
process continues to be delayed and is not expected to be held until
early 2010. Subsequent steps have also been delayed pending
completion and FAA acceptance of the EA. One additional parcel
needed for property acquisition for the on-site alternative has been
secured.
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December 8, 2009
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 Master Plan (scheduled for March
24, 2010).
o Develop a long-range financial 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).
STORM DRAINAGE ANALYSIS:
These action steps have been completed with the exception of revision
of design standards, which will be completed within the first quarter of
2010. All storm drainage projects from the Master Plan have been
prioritized. Property has been acquired for Project #1. A
comprehensive financial plan for all projects has been developed and
adopted. Design for Projects #1 and #2 are underway with construction
to be completed in 2010.
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December 8, 2009
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 South extension, and an I-29 overpass for 20th Street
South.
Action Steps:
o Form an 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 a transportation district.
o Prepare for 2010 construction of 34th Ave. (Hwy 14, Prince Dr., and
DOT signal changes).
o Develop East District Plan, which includes the following area: (34th
Ave., Swiftel/Larson Centers, DOT property, Wiese Business Park,
Tellkamp Industrial Park, and future industrial expansion area).
o Begin federal lobbying effort for Federal Highway Funding for this
project.
34th/20th STREET IMPROVEMENT PROJECT ANALYSIS:
These action steps have been completed with the East District Plan
being revised to be a planning document built upon the Comprehensive
Plan. We continue to work with property owners for land acquisition
for future development. The intergovernmental committee has been
formed and meets regularly. The county has completed a turn-back
process with the townships for jurisdiction over the roadway. Lobbying
efforts at the state and federal level have begun with a series of meetings
and printing of an informational brochure regarding the project. Phase I
construction (34th Ave. from Hwy 14 to Prince Dr. and signal
improvements) is slated for the 2010 construction season. Parcels have
been identified where additional right-of-way needs to be acquired.
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December 8, 2009
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, and short-term plans adopted in 2008.
o Apply to DOT for safety crossing at 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.
RAILROAD SAFETY CROSSINGS ANALYSIS:
DOT safety crossing was changed from 22nd Avenue to Main Avenue.
The DOT application for safety crossing funding at this location was
approved, the crossing design has been approved, and construction is
slated for the 2010 construction season for Brookings’ first Rail Safety
Crossing Improvement Project. Congressional funding of our Rail Safety
Application has been stalled in Congress with the failure of Congress to
pass any transportation bills this Congressional Session. A formal
schedule of future crossing improvements has been adopted with such
improvements on a two-year cycle to coincide with applications for
state funding. The Rail Authority has been established and the final two
members are being sought for appointment. No progress has been
made on a new Community Partnership Agreement with the Canadian
Pacific/DM & E Railroad.
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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 of former Sawnee Hotel for City
Hall expansion.
SPACE NEEDS ANALYSIS:
Additional detail on space needs has been completed from the studies
and a dual-track process has been conducted analyzing a joint facility
with the county or a single facility for the city alone. The City and
County agreed to undertake an analysis examining two potential sites
for a joint facility. The process is well underway and will be completed
by year-end, which will determine whether it there will be a joint facility
or if each entity will pursue their own respective building projects.
Exploration efforts have been completed examining the feasibility of the
former Sawnee Hotel, with a positive outcome. The owners of the
former Sawnee Hotel are willing sellers as they have their own building
plans, which include disposing of their current property.
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December 8, 2009
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 not-to-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.
- Conduct public education efforts.
- Consider adjusting TIF District.
-If the decision is not to build: NO FURTHER ACTION NEEDED.
SWIFTEL CENTER EXPANSION PROJECT ANALYSIS:
Additional information was identified as being needed involving schematic
design and cost analysis updates; information was acquired and presented.
A build/no-build decision has not yet been made and public
information/education initiatives are slated for the first quarter of 2010.
Efforts to recruit a hotelier have been undertaken but will be a continual
process and are contingent upon a final decision on the project. Unofficial
interest exists among hoteliers. Efforts have begun to negotiate acquisition
of the County Resource Center, but have not been completed.
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December 8, 2009
7) Supplemental Issues
o Acquire DOT property for future commercial/retail development.
Still working with DOT; so far not a willing seller.
o South Fire Sub-station.
No further action.
o Develop five-year staffing project plan.
Completed.
o Develop alternative budget scenarios for modified service levels.
Completed.
o Program for downtown private revitalization.
Funds for consultant study eliminated; no further action.
o Phase II bike lane designation on city street determination.
Completed.
o Adaptive reuse/modify Research & Technology Center.
Completed.
o Create sustainability committee to analyze “green” and
environmental issues.
No action taken, Mayor’s priority for 2010.
o Make technological and “interactive” advancements to the website.
Completed, but is on-going with budgeted funds.
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City Council Packet
December 8, 2009
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.
Strategy G (Wi-Fi hotspots) Help facilitate the creation of wireless districts in
public areas, parks, and business areas.
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City Council Packet
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GOAL #1: QUALITY OF LIFE ANALYSIS:
Significant improvements have been made toward a more bicycle-friendly
community. Share-the-Road designation routes have been completed in
partnership with SDSU, two grant cycles of the state grant program, Safe-
Routes-to-Schools, have been successfully secured and a third grant cycle will
be applied for relative to Strategy A. The park system now has a soon-to-be-
completed Park Master Plan and will be adopted the first quarter of 2010 for
Strategy B. The Nature Park was delayed due to funding but is slated for the
coming year. A landscape architect is in the process of being selected to
develop a Nature Center Master Plan that will guide development. A Dog
Park is also part of this project. Several community wellness grants have been
applied for, but rejected. The most recent grant application was approved; a
workplan will be developed for the coming year. No specific initiatives have
been launched relative to education and literacy except the Innovation Campus
Research Park continues as a major construction project promoting university-
based research with economic development. The housing market has changed
dramatically with the recession. New home construction driven by market
demand remains strong given the state of the economy, but there has been a
recent overbuild of multi-family units resulting in a soft market for this type of
housing. This type of housing construction responded quickly to the initial
shortage of rental units. Relative to Wi-Fi “hotspots”, BMU maintains most
public areas and the Central Business District is already served by vendors.
Changing technology will improve service quality and coverage areas.
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December 8, 2009
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 which
includes private development, rehabilitation, and reinvestment in commercial property; and
expands residential opportunities and historic preservation.
GOAL #2: ECONOMIC DEVELOPMENT ANALYSIS:
The economy has stalled Strategies A and B resulting in a surplus, instead of a shortage, of
qualified workforce or interest in retail. Retail development needs to continue so we are
well-positioned for retail expansion with the economic recovery. Strategy C is in progress
for one specific parcel but the timing is somewhat determined by the potential seller.
Strategies D and F have been completed. Strategy E also continues but the seller is less
interested in actually selling. Strategy G has been stalled due to the economy and prospects
for state funding. There has been no significant progress on Strategy H except for some
preliminary staff research into Business Improvement Districts (BIDs) and other community
initiatives for downtown private re-development.
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December 8, 2009
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.
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 #3: PARTNERSHIPS ANALYSIS:
Significant progress has been made on Strategy A, the I-29 Corridor Project.
A multitude of partners have signed on to the project and sufficient funds have
been raised to pay for the consultant contract as well as seed funds remaining
to finance the initial steps of project implementation depending upon the final
outcome of the study. The consultant has been selected through a
competitive process and their six-month scope of work has just begun.
Strategies B and C are on-going and manifest themselves in a wide variety of
projects and initiatives which develop from time to time.
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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 #4: FISCAL RESPONSIBILITY ANALYSIS:
These strategies have become indoctrinated as standard operating procedures
in our budgeting and financial management practices in accordance with the
Governance and Ends Policy. Performance-based budgeting is a core principle
in budget development, but we have not yet taken this issue to the next level
by more effectively using it as a decision-making tool. Debt level analysis and
reserves are analyzed on an on-going basis and the core services plan was
developed with the proposed 2010 budget. The budget contains items slated
for immediate cuts in the event of a corresponding downturn in revenues.
Subsidy funding was conducted in accordance with Strategy D and the policy
will be revisited for possible updating prior to year-end.
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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.
GOAL #5: GOVERNANCE ANALYSIS:
Strategies B and C have been implemented this year and are the subject of on-
going practices. Public education and openness in government continues to be
advanced with technology but more needs to be done in this area with the
two chief operating boards of the City; Brookings Municipal Utilities and
Brookings Health System. Strategy A followed our usual process for budget
development with two major public work sessions on the budget at the City
Manager Recommendation level for Council consideration. More could be
done here for public input during the budget development process if the
Council wishes.
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Presentations/Reports/Special Requests
8. Preview of proposed 2010 Construction Projects.
The following are programmed construction projects for various departments for the
coming year.
Streets
Lefevre Dr. cul-de-sac reconstruction
3rd St. 3rd Av. to 5th Av. mill/overlay
34th St. misc. locations dig-outs
3rd Ave. S. 2nd St. to 5th St. dig-outs
34th Ave. N. 6th St. to bypass dig-outs
Railroad St. 1st to Western concrete slabs
22nd & Orchard intersection traffic signals (with DOT)
Main Ave. rail crossing safety crossing signals/arms
Street rotation list various locations 7-yr. rotation for sealcoating
Buildings
City Hall ADA-compliant entrance (depends upon space needs)
East Fire Station Concrete drive approach, lighting, door
Rental house (22nd Ave.) Re-roof
Swiftel Center Various capital budgeted capital items, & lighting
Larson Center Arena and holding barn lighting
Larson Holding barn Concrete floor (depends upon Soccer Assn.)
Airport AARF bldg. Maintenance bldg for plow (depends upon airport location)
R & T Center HVAC canopy repair and alterations
Pioneer Park Bandshell roof replacement
Hillcrest Park Tennis building roof, new siding and windows
Hillcrest Park Large picnic shelter – tables, grilles, sink facilities
Hillcrest Park Re-roof three older picnic shelters
Armory Bldg. Re-paint, stucco repair
Camelot Park Neighborhood tot lot playground, rebuild in NW corner
Fire Lodge Bldg. Re-paint exterior
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City Council Packet
December 8, 2009
General Construction
S. Main Avenue sanitary sewer extension
Storm Drainage Project #1, construction
Storm Drainage Project #2, construction
Storm Drainage Project #3, design only
Innovation Campus street and utility
Bike trail extension
34th Avenue reconstruction from 6th St. to Prince Drive
Airport Layout Plan, design at selected location
Parks
Cracksealing trail sections, sealcoating approximately 1 mile at Aquatic Center
Hillcrest Park playground equipment
Southbrook Nature park and dog park (design and phase I construction)
Edgebrook irrigate front 9
Edgebrook pond irrigation analysis, Everest ponds (study only)
Edgebrook sand trap improvements
Edgebrook re-build #1 tee box
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City Council Packet
December 8, 2009
Presentations/Reports/Special Requests
9. SDSU Northwest Quadrant Presentation.
Representatives of South Dakota State University have requested an
opportunity to update the City Council and public on University’s future
plans for the Northwest area of campus.
Informational
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City Council Packet
December 8, 2009
Presentations/Reports/Special Requests
10. Update on City/County Space Needs Issues.
Pursuant to the Council’s request from the last meeting, city
representatives on the City/County Space Needs Subcommittee will
provide a verbal update on the status of this project. Additional detailed
information was not available at the time of packet printing; however, more
information will be available to report at the meeting.
Informational
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City Council Packet
December 8, 2009
First Reading**
11. Ordinance No. 32-09: Budget Amendment #3, An Ordinance
Authorizing a Supplemental Appropriation to the 2009 Budget
for the Purpose of providing for additional Funds for the
Operation of the City.
Public Hearing: December 15th
**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.
The attached budget amendment increases the line for the Visitors Promotional
Committee line for the Branding Study per the minutes of August 12, 2008 and
increases the non-departmental membership line to allow the payment of the dues to
belong to the National League of Cities and South Dakota Municipal League.
The attached budget amendment increases the line for the Visitors Promotional
Committee line for the Branding Study per the minutes of August 12, 2008.
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City Council Packet
December 8, 2009
Ordinance No. 32-09
An Ordinance Entitled “An Ordinance Authorizing a Supplemental
Appropriation to the 2009 Budget for the Purpose of Providing for Additional Funds
for the Operation of the City.
Be It Ordained by the City of Brookings, South Dakota:
Whereas, on August 12, 2008 council passed a motion to increase the Visitor Promotion
Committee funding by $60,000 to fund the development of a brand identity for Brookings,
Whereas, the council further identified the Third Penny sales tax as the fund to be used,
Whereas State Law (SDCL 9-21-7) and the City Charter (4.06 (a) permit supplemental
appropriations provided there are sufficient funds and revenues available to pay the
appropriation when it becomes due,
Now, Therefore, Be It Resolved by the City Council that the City Manager be authorized to
make the following budget adjustments to the 2009 Budget:
Budget Amendment #3
Revenue
Expense
3rd Penny Sales Tax 60,000
Total Special Revenue Funds 60,000
All Ordinances or parts of Ordinances in conflict herewith are hereby repealed.
First Reading: December 8, 2009
Second Reading: December 15, 2009
Published: December 18, 2009
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST
____________________________
Shari Thornes, City Clerk
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City Council Packet
December 8, 2009
Second Readings / Public Hearings
12. Ordinance No. 30-09: An Ordinance amending the Zoning
Ordinance pertaining to the definition of a Coffeehouse.
Proposal: Expand on the definition of a coffeehouse
Background: The coffeehouse definition and use were created in 2007. One coffeehouse
has been established in the B2-A District since that time.
Specifics: This amendment is an attempt to broaden the definition of a coffeehouse while
making sure we will still have a clear distinction from a deli, sub shop, fast food or full
service restaurant. The main reason is that the B-2A District generally allows low-traffic,
low impact commercial uses so this use should reflect that goal.
Recommendation: The Planning Commission voted 7 yes and 0 no to recommend
approval of the amendment.
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City Manager Recommendation: Approve
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City Council Packet
December 8, 2009
ORDINANCE NO. 30-09
An ordinance amending the zoning ordinance of the City of Brookings and
pertaining to the definition of a Coffee House for the purposes of administration of
the zoning ordinance
Be it ordained by the Council of the City of Brookings, State of South Dakota: that Sec. 94.1.
Definitions of Article I. of Chapter 94 shall be amended as follows:
Section 1.
Coffee House: An establishment that sells primarily coffee and other similar refreshments and
may include the sale of coffee beans, and pre-baked pastries, bagels, and cookies, cold and hot
sandwiches and soup. The term pre-baked means no baking or food preparation would be
allowed on-site. This use would not have waiter/waitress table service, serve full meals or have
kitchen facilities that could prepare full meals
Section 2. Any or all ordinances in conflict herewith are hereby repealed.
First Reading: November 17, 2009
Second Reading: December 8, 2009
Published: December 11, 2009
City of Brookings, South Dakota
___________________________________
Tim Reed, Mayor
ATTEST:
________________________
Shari Thornes, City Clerk
53
City Council Packet
December 8, 2009
Planning Commission
Brookings, South Dakota
November 3, 2009
OFFICIAL MINUTES
Chairperson Dave Kurtz called the regular meeting of the City Planning Commission to
order on November 3, 2009 at 7:00 PM in the Council Chamber at City Hall. Members present
were Wayne Avery, Greg Fargen, Alan Gregg, John Gustafson, Mike Cameron, Al Heuton, and
Kurtz. Larry Fjeldos was absent. Also present were Lynn Osika, Scott Hodges, Keith Rounds,
Donna Steenson, City Engineer Jackie Lanning, Community Development Director Mike Struck,
Planning and Zoning Administrator Dan Hanson, and others.
Item #2 – The City of Brookings has submitted an amendment to the Zoning ordinance
pertaining to the definition of a coffeehouse.
(Heuton/Fargen) Motion to approve the amendment. All present voted aye. MOTION
CARRIED.
SUMMARY OF DISCUSSION
Item #2 – Hanson explained that the coffeehouse definition was expanded to include cold and
hot sandwiches and soup. There was also language in the amendment that limited table service
and kitchen facilities to distinguish it from a restaurant.
Heuton asked where the B-2A Districts were located. Hanson replied mostly on 22nd
Avenue, but there were smaller parcels near downtown and Main Avenue South.
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City Council Packet
December 8, 2009
Sec. 94-133. BUSINESS B-2A OFFICE DISTRICT
(a) Intent. This district is intended to provide for a mixture of office and other compatible and
complimentary uses. This district is intended to be located in close proximity to commercial uses
or used as a transitional zone between commercial and residential uses. An emphasis shall be
placed on landscaping and site arrangement.
(b) Scope of Regulations. The regulations set forth in this section or set forth elsewhere in
this title, when referred to in this section, are the district regulations of the Business B-2A Office
District.
(c) Permitted Uses.
1. Office
2. Personal Health Service
3. Funeral home or mortuary
(d) Permitted Special Uses. A building or premises may be used for the following purposes in
conformance with the conditions prescribed herein:
1. Broadcast station or studio
a. No broadcast towers allowed
2. Service Store or hair salon
a. Floor area shall not exceed 2,000 square feet
b. No tanning beds shall be allowed in conjunction with these uses
3. Coffeehouse
a. Floor area of the use shall not exceed 1,000 square feet
(e) Conditional Uses.
1. Home occupation
2. Mixed business/residential use
3. Financial institution
(f) Density, Area, Yard and Height Regulations.
The B-2A district regulations shall be as follows:
Min. Min. Min. Min. Min. Max.
Lot Lot Front Side Rear Height
Density Area Width Yard Yard Yard
Sq.Ft. Sq.Ft.
All Uses - - 25' -* 20'* 35'
*A twenty-five foot (25') landscaped area shall be required between an abutting residential district boundary line
and any structure, access drive, parking lot or other accessory use.
(g) Accessory Uses. Accessory uses and building permitted in the B-2A District are buildings
and uses customarily incidental to any of the permitted uses in the district.
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City Council Packet
December 8, 2009
(h) Parking Regulations. Parking, loading and stacking within the B-2A District shall be in
conformance with the regulations set forth in division 4 of article VI of this chapter.
(i) Sign Regulations. Signs within the B-2A District shall be in conformance with the regulations
set forth in division 5 of article VI of this chapter.
(j) Other Regulations. Development within the B-2A District shall be in conformance with the
regulations set forth in article II of this chapter.
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City Council Packet
December 8, 2009
Second Readings / Public Hearings
13. Ordinance No. 31-09: An application for a Conditional Use to
establish an apartment with 3 units on the West 183 feet of the
East 288 feet of the South 140 feet of Block 11, Parkdale Home
Second Addition (208 West 8th Street).
Applicant: John Moriarty
Proposal: Convert an older home into an apartment with three (3) units
Background: This house was moved onto this parcel in 1965. Several additions and
outbuildings were added over the years.
Block 11 consists of several acres of land. There are three (3) houses on the block of
which two (2) are owned by the petitioner. The block is also bisected by Six-Mile Creek
causing the block to be in the floodway or floodplain. Therefore, future development in
this block is improbable. Adjacent land uses to the south and east involve predominantly
single-family dwellings. There is a duplex at the corner of Wilson Avenue and West 8th
Street.
Specifics: The original lot size for this house was about 83’ x 140’. In planning for a new
house to the west, the applicant set aside an additional 100’ x 140’ area for 208 West 8th
Street. This sideyard would become a parking area that would serve the proposed
conversion of the house into three (3) apartment units. It appears access to at least one
unit would be from the back.
The primary focus for reviewing and deciding on the application is determining the
impact on the use of adjacent properties. In addition, the proposed parking areas must
also be examined for their impact on adjacent uses.
Recommendation: The Planning Commission voted 7 yes and 0 no to recommend
approval of the conditional use subject to the condition stated in the ordinance.
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City Manager Recommendation: Approve
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City Council Packet
December 8, 2009
Ordinance No. 31-09
An ordinance pertaining to an application for a Conditional Use for a three-unit
apartment in the Residence R-2 District.
Be it ordained by the governing body of the City of Brookings, South Dakota that said
Conditional Use shall be approved for a three-unit apartment on the west 183 feet of the east
288 feet of the south 140 feet of Block 11, Parkdale Home Second Addition with the following
conditions:
1. Approval granted for the establishment of one 3-bedroom unit, one 2-bedroom unit,
and one 1-bedroom unit only.
All sections and ordinances in conflict herewith are hereby repealed.
First Reading: November 17, 2009
Second Reading: December 8, 2009
Published: December 11, 2009
CITY OF BROOKINGS
__________________________
Tim Reed, Mayor
ATTEST:
________________________________
Shari Thornes, City Clerk
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City Council Packet
December 8, 2009
Planning Commission
Brookings, South Dakota
November 3, 2009
OFFICIAL MINUTES
Chairperson Dave Kurtz called the regular meeting of the City Planning Commission to
order on November 3, 2009 at 7:00 PM in the Council Chamber at City Hall. Members present
were Wayne Avery, Greg Fargen, Alan Gregg, John Gustafson, Mike Cameron, Al Heuton, and
Kurtz. Larry Fjeldos was absent. Also present were Lynn Osika, Scott Hodges, Keith Rounds,
Donna Steenson, City Engineer Jackie Lanning, Community Development Director Mike Struck,
Planning and Zoning Administrator Dan Hanson, and others.
Item #5 – John Moriarty has submitted an application for a Conditional Use to establish an
apartment (3 units) on the west 183 feet of the east 288 feet of the south 140 feet of Block 11,
Parkdale Home Second Addition.
(Gregg/Gustafson) Motion to approve the conditional use.
(Cameron/Heuton) Amendment to the motion to add the following condition:
1. Approval granted for the establishment of one 3-bedroom unit, one 2- bedroom
unit, and one 1- bedroom unit only.
All present voted aye. AMENDMENT CARRIED.
The original motion, as amended, was voted on. All present voted aye. MOTION CARRIED.
SUMMARY OF DISCUSSION
Item #5 – Hanson summarized the history of the property. The existing house was moved to
the site in 1965 and was used as a single-family dwelling. The owner recently built a new home
next door. The older home would be converted into one 3-bedroom unit, one 2-bedroom unit,
and one 1-bedroom unit. Parking would be located in the driveway and on the west side lot
line. A location map indicated the current uses of adjoining properties.
Donna Steenson, a neighbor, supported the request. She noted that she had not
encountered any neighbors who were opposed to the application.
Cameron felt he could support the request but only if the proposed bedrooms-per-unit
design was adhered to. Heuton concurred with Cameron.
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Sec. 94-126. RESIDENCE R-2 TWO-FAMILY DISTRICT
(a) Intent. This district is intended to provide for areas of residential use with a density of six to
eighteen dwelling units per acre. This district provides for single-family, two-family, townhouse
and multiple-family residential uses plus support facilities such as schools, parks, churches and
community and public buildings.
(b) Scope of Regulations. The regulations set forth in this section or set forth elsewhere in
this title, when referred to in this section, are the regulations of the Residence R-2 Two-Family
District.
(c) Permitted Uses.
1. Single-family dwelling including accessory uses incidental thereto such as private
garages, parking areas, etc.
2. Two-family dwelling including accessory uses incidental thereto such as private
garages, parking areas, etc.
(d) Permitted Special Uses: A building or premises may be used for the following purposes in
conformance with conditions prescribed herein:
1. All permitted special uses and conditions as stated in Sections 94-124(d)(R-1A) and 94-
125(d)(R-1B).
2. Single-family zero (0') sideyard dwelling.
a. A maximum of four (4) attached dwelling units are permitted.
b. Additional lot area requirements apply (subsection f of this section).
3. Funeral home or mortuary.
a. One of the frontages of the premises shall abut upon an arterial or collector street.
(e) Conditional Uses.
1. Vocational or trade school
2. Retirement or nursing home
3. Group home
4. Major home occupation
5. Public recreation facility
6. Non-municipal library, museum, art gallery, community center, private club or lodge
7. Domestic abuse shelter
8. Townhouse
9. Apartment or condominium
10. Office
11. Bed and breakfast establishment
12. Fraternity/Sorority
13. Day Care Facility
(f) Density, Area, Yard and Height Regulations.
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The R-2 district regulations shall be as follows:
Per Min. Min. Min. Min. Min. Max.
Unit Lot Lot Front Side Rear Height
Density Area Width Yard Yard Yard
Sq.Ft. Sq.Ft.
Single-Family
Dwelling 7,500 7,500 50' 25' 7' 25' 35'
SF 0' Sideyard
2 Units 6,000 12,000 80' 25' 0' or 7' 25' 35'
on non-
party wall
SF 0' Sideyard
3 Units 5,000 15,000 100' 25' 0' or 7' 25' 35'
on non-
party wall
SF 0' Sideyard
4 Units 4,500 18,000 120' 25' 0' or 7' 25' 35'
on non-
party wall
Two-Family Dwellings
Condominiums / Townhouses
2 Units 4,950 9,900 65' 25' 7' 25' 35'
3 Units 4,100 12,300 80' 25' 7' 25' 35'
4 Units 3,675 14,700 95' 25' 7' 25' 35'
Apts, Condos,
Townhouses*
5 or more Units 2,420** 16,000 100' 25' 7'*** 25' 35'
Per Min. Min. Min. Min. Min. Max.
Unit Lot Lot Front Side Rear Height
Density Area Width Yard Yard Yard
Sq.Ft. Sq.Ft.
Other Allowable
Uses 7,500 50' 25' 7'*** 25' 35
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City Council Packet
December 8, 2009
*Three hundred (300) square feet of landscaped area shall be provided for each dwelling
unit exclusive of required building setback areas, access drives and parking lots. Two thirds (2/3)
of the landscaped area shall be located in a continuous, single tract which contains no portions
thereof which are not contiguous, adjacent and abutting to either the entire width or entire
length of said tract. Parking lots shall be screened from single and two-family residential uses
according to Section 94-401.
**A maximum of 18 dwelling units per acre shall be allowed.
***The sideyard will be required to be increased to 10 feet when the building is 3 or more
stories in height.
Density per family requirements shall not apply to dormitories, fraternities, sororities,
nursing homes or other similar group quarters where no facilities are provided in individual
rooms.
(g) Accessory Uses. Accessory uses and building permitted in the R-2 District are buildings
and uses customarily incidental to any of the permitted uses in the district.
(h) Parking Regulations. Parking, loading and stacking within the R-2 District shall be in
conformance with the regulations set forth in division 4 of article VI.
(i) Sign Regulations. Signs within the R-2 District shall be in conformance with the regulations
set forth in division 5 of article VI.
(j) Other Regulations. Development within the R-2 District shall be in conformance with the
regulations set forth in article II.
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City Council Packet
December 8, 2009
Second Readings/Public Hearings
14. Public Hearing and Action on Annual Liquor and Wine Renewals.
The annual state liquor and wine licenses expire on December 31, 2009. In accordance
with state law, all licenses must be acted on by the governing body. The period of
renewal is from January 1, 2010 to December 31, 2010. The cost of the liquor license
renewal is $1,500 and the wine license renewal is $500, both are payable to the City. All
required documentation has been submitted.
Liquor (On-Sale): Applebee’s/Porter Apple Co. B Inc., 3001 LeFevre Dr.; BraVo’s
Inc., 610 Medary Ave.; Cubby’s Sports Bar & Grill / GDT Inc., 307 Main Ave.; Danny’s /
David Olson Inc., 703 Main Ave. So.; BPO Elks/ Brookings Lodge 1490, 516 4th St.;
Fireside Inc., 2515 E. 6th St.; Jim’s Tap, 309 Main Ave.; Half Pint Enterprise Inc / Lantern
Lounge, 303 3rd St.; 9 Bar Nightclub (Nine Inc.), 303 Main Ave.; Pavilion Inc., 2500 6th St.;
Pheasant Café & Lounge, 726 Main Ave. So.; Prairie Lanes Inc.; Ram & O’Hare’s Ent
LLC/The Ram, 327 Main Ave.; Ray’s Corner / Fergen Enterprises Inc., 401 Main Ave.;
B&L Sullivan Inc./Sullys Irish Pub, 421 Main Ave.; Skinner’s Pub Inc., 300 Main Ave.; GEO
Dokken Post 2118/VFW, 520 Main Ave.; Municipal Liquor Store, 780 22nd Ave. So.
Wine (On-Off Sale): BraVo’s Inc., 610 Medary Ave.; Cottonwood Bistro, 1710 6th St.;
Georges Pizza, 311 Main Ave.; Guadalajara, 1715 6th St., Suite F; Hagmans Bakery, 307
3rd St.; Hy-Vee Food Store, 700 22nd Ave.; Old Sanctuary, 928 4th St.; The Shamrock,
1104 22nd Ave. So.; Skinner’s Pub Inc., 300 Main Ave.
City Manager Introduction
Action: Open & Close Public Hearing, Motion to Approve, Roll Call
City Manager Recommendation - Approve
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City Council Packet
December 8, 2009
Other Business
15. Action on Bids for Landfill Rear Loader Refuse Body & Truck
Chassis.
To: Mayor, City Councilors, and City Manager
From: Robert B. McGrath
Date: December 1, 2009
Re: Recommendation on Garbage Truck Bid
I would recommend awarding the bid to Olympic Sales Inc. of West Fargo, ND for a net
price of $139,279.00, after trade-in.
This is the second low bid; the first low bid was Holcomb Freightliner Inc. The bid by
Holcomb Freightliner used a garbage truck body by a company called KANN
Manufacturing. In the specifications I asked for 10 references for the same body sold in
the last three years – they could only provide three. It turns out that KANN
Manufacturing is a well-known manufacturing company of recycling truck bodies but has
only recently started to make garbage truck bodies. They have only made a few garbage
trucks this size (possibly just the three that are referenced) therefore parts and service
could be an issue. KANN Manufacturing is located at Guttenberg, Iowa; near Dubuque,
Iowa. They do not have dealerships so getting the service from so far away could be an
issue.
There was a letter sent from Northern Truck Equipment Corporation (which sells HEIL
and PAK MOOR garbage truck bodies) that stated that they were “unable to submit a
competitive bid as the specifications were so restrictive and only allow one make and
model from one specific manufacturer.”
I disagree with that statement as we received three bids all being different garbage
truck bodies. We have had problems with service and parts availability in the past with
Northern Truck Equipment. We currently have a garbage truck body (Pak Moor) sold
to us by Northern Truck Equipment Corporation. Today, we called to see if they had a
hydraulic filter for our Pak Moor truck and they didn’t. We have had to get our parts
through NAPA and when necessary have other dealers work on that truck. So I do not
think they have a legitimate complaint.
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City Council Packet
December 8, 2009
Tuesday,
December 01, 2009
Sanitation Products
P.O. Box 86222
Sioux Falls, SD 57118
Olympic Sales, Inc.
P.O. Box 55
West Fargo, ND 58078
Holcomb
Freighter, Inc.
2901 W. 60th St. No.
Sioux falls, SD 57107
Bid Bond Bid Bond Bid Bond Cashiers Check
$7,314.05
Base Bid $157,065.00 $155,279.00 $146,281.00
Trade In $7,500.00 $16,000.00 $8,500.00
Grand Total with
Trade In $149,565.00 $139,279.00 $137,781.00
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation- Approve
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City Council Packet
December 8, 2009
Other Business
16. Action on Resolution No. 121-09, a Resolution Authorizing the
Execution of Real Estate Purchase Agreement (Pitts Property).
Attached is a proposed purchase agreement between the City and Brenda and Randy
Pitts for the purchase of their property near the airport. The purchase agreement is for
$265,000. Funding will be an Inter-Fund Loan from either the General Fund or Second
Penny Fund to the Airport Fund depending upon final fund balances at fiscal year close-
out. This property became available and it has been identified as the only parcel
necessary for acquisition if the airport stays at the current location. That determination
has yet to be made and will occur after the required public hearings associated with the
environmental assessment. If we decide to re-locate the airport, we can sell the
property.
The property contains a residence, a few out-buildings and approximately seven acres.
If you decide to purchase the property, staff will undertake efforts to lease out the
house and possibly the out-buildings.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation - Approve
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City Council Packet
December 8, 2009
Resolution No.121-09
Resolution Authorizing the Execution
of Real Estate Purchase Agreement
Be It Resolved by the City Council of the City of Brookings, South Dakota as follows:
Whereas, the City of Brookings desires to purchase the following described property:
Sublot “A” of Outlot One (1) in the Southwest Quarter of the
Northwest Quarter (SW¼NW¼) of Section Twenty-seven (27),
Township One Hundred Ten (110) North, Range Fifty (50) West of the
Fifth Principal Meridian, County of Brookings, State of South Dakota, and
Whereas, the property has been offered for sale and the City of Brookings has
received a proposed Purchase Agreement, the terms of which are satisfactory to the
City of Brookings;
Now, Therefore, It Is Hereby Resolved by the City Council of the City of Brookings,
South Dakota, as follows:
A. That the City acquire title to the above-described property pursuant
to a Purchase Agreement with Randy Pitts and Brenda Pitts, for
future land use needs of the City of Brookings, South Dakota; and
B. That the Mayor, City Clerk and City Manager are authorized to
execute the documents required to complete this transaction in
accordance with this Resolution.
Passed and approved on the 8th day of December, 2009.
CITY OF BROOKINGS:
ATTEST:
Tim Reed, Mayor
Shari Thornes, City Clerk
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City Council Packet
December 8, 2009
REAL ESTATE PURCHASE AGREEMENT
__________________
THIS REAL ESTATE PURCHASE AGREEMENT is made and executed by and between
the City of Brookings, South Dakota, a South Dakota Municipal Corporation, (hereinafter
referred to as “Buyer”), and Randy Pitts and Brenda Pitts, husband and wife, (hereinafter
referred to as “Sellers”).
WITNESSETH:
WHEREAS, the Buyer desires to acquire the real property described below and Sellers
agree to convey to the Buyer pursuant to the terms of this Real Estate Purchase Agreement,
the real estate described below.
NOW THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND
AGREEMENTS CONTAINED HEREIN, IT IS MUTUALLY AGREED BY AND BETWEEN THE
PARTIES HERETO AS FOLLOWS:
1. Purchase of Real Property. The Sellers hereby agree to sell to Buyer and
Buyer hereby agrees to purchase from Sellers the following described real property:
Sublot “A” of Outlot One (1) in the Southwest Quarter of the
Northwest Quarter (SW¼NW¼) of Section Twenty-seven (27),
Township One Hundred Ten (110) North, Range Fifty (50) West of the
Fifth Principal Meridian, County of Brookings, State of South Dakota.
2. Purchase Price. The Buyer shall pay to Sellers the sum of Two Hundred Sixty-
five Thousand and no/100 ($265,000.00) Dollars for purchase of the above-described property,
payable as follows:
(a) An earnest money down payment in the sum of One Thousand and no/100
($1,000.00) Dollars shall be paid by Buyer to Sellers at the time of execution of this
Real Estate Purchase Agreement. Sellers hereby acknowledge receipt of said down
payment.
(b) The balance of the purchase price in the sum of Two Hundred Sixty-
four Thousand and no/100 ($264,000.00) Dollars shall be paid at
Closing.
3. Real Estate Closing Documents and Miscellaneous. Sellers shall convey
said property free of liens and mortgages, but said property may be subject to easements, rights
of way and restrictions of record. In addition, the Buyer and Sellers, as the case may be, shall
also perform the following:
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City Council Packet
December 8, 2009
A. Title Insurance Policy. Sellers shall provide a Title Insurance
Commitment, the amount of which shall be based on the purchase price, which
shows Sellers have marketable and merchantable title to the real property which
is the subject of this Agreement. At the time of Closing, the Buyer and Sellers
shall each pay one-half (½) of the cost of the Title Insurance Policy.
B. Deed Preparation. The Buyer will prepare the Warranty Deed and
Certificate of Real Estate Value.
C. Transfer Fee/Recording Fee and Real Estate Taxes.
1. This transaction is exempt from transfer fees.
2. The Buyer shall pay the recording fee for the Warranty Deed.
3. The 2009 Real Estate Taxes shall be prorated from the date of
Closing with Sellers paying the pro-rated share to the date of Closing.
Because the property will be owned by the City of Brookings, which
is a political subdivision, the property is exempt from real property
taxes after the date of Closing.
D. Closing Date. The Closing Date shall occur as soon as title insurance is
available and the contingencies have been resolved. A mutually acceptable
Closing Date shall be selected by the parties, which is anticipated to be
approximately December 31, 2009.
E. Possession. Buyer shall acquire possession of the above-described
property immediately following Closing.
F. No Personal Property Included in this Agreement. No personal
property is included in the sale of the above-described real estate.
4. Contingencies. The obligations of the Buyer under this Agreement is
contingent upon the following conditions:
(a) That Sellers provide clear and marketable title to the Buyer concerning
the above described real property, by Warranty Deed, which contains
only easements, rights of way and reservations of record.
If there are any title restrictions, defects or burdens to which Buyer
objects, other than easements, rights of way and restrictions of record,
such objection shall be stated in writing to Sellers, and Sellers shall be
allowed a reasonable time of not less than sixty (60) days in which to
correct the same, and the Closing date shall be delayed for not less than
sixty (60) days to provide Sellers with time to correct said defect.
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The obligations of the Buyer under this Agreement are further contingent upon
the following condition:
(a) The Buyer’s obligation to purchase the property described herein shall be
terminated if the City Council’s decision to purchase the property is
either successfully referred by the voters or if any Resolution authorizing
the expenditure of City funds for the purchase of the above-described
property is successfully referred by the voters. Referred means the
voters at an election vote to nullify the decision of the City to purchase
or pay for the property described herein. In the event of a successful
referral, this Agreement shall be null and void and the Buyer’s down
payment shall be promptly returned to Buyer.
5. Notice. This Real Estate Purchase Agreement was prepared by Steven J.
Britzman, Attorney for the Buyer, 521 Sixth Street, Suite 104, Brookings, South Dakota 57006.
6. Entire Agreement. This written Agreement constitutes the complete
Agreement between the parties and supersedes any prior oral or written Agreement between
the parties regarding the subject matter of this Agreement. There are no verbal agreements
that change this Agreement and no waiver of its terms will be effective unless such are made
and executed in writing and duly acknowledged as received by the parties.
7. Binding Effect. This Agreement binds the parties hereto and their heirs,
successors and assigns, if any.
Dated this ____ day of November, 2009. RANDY PITTS and BRENDA PITTS,
SELLERS
Randy Pitts
Brenda Pitts
Dated this ____ day of November, 2009. CITY OF BROOKINGS, BUYER
(SEAL)
ATTEST: Tim Reed, Mayor
________________________________
Shari L. Thornes, City Clerk
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Other Business
17. Action on Resolution No. 128-09, a Resolution Authorizing
Change Orders #1 through #4 (Final) for Larson Ice Center Red
Rink Project, Beck & Hofer Construction.
To: Mayor, City Councilors, and City Manager
From: Allyn Frerichs, Park, Recreation & Forestry Superintendent
Date: December 3, 2009
RE: Larson Ice Center – INTERIOR Change Orders
This project included completion of the permanent seating in the red rink – adding 650
additional seats, new varsity dressing rooms beneath the seating, and connections
completing the upper level mezzanine surrounding the red rink seating. All work is
completed and fully functional.
The original contract deadline was September 1, 2009 with $300 per day liquidated
damages if it applied. Substantial completion date was September 21, 2009. However,
the rink was open and available for regular use on the original date and the city incurred
no hardships or unreasonable inconvenience, therefore recommendation is that the
contract date be extended to September 21, 2009, with no liquidated damages assessed.
The Change Orders were for unforeseen circumstances that arose during construction
and were pre-approved by Banners, city staff, City Manager and BISA. The resolution
explains the reasons for the Change Orders. The change order amounts are well within
the funds set aside for contingency.
The project costs are summarized as follows:
Original Contract Price $555,000.00
Increase with these Change Orders $ 10,501.40
Contract Price incorporating this Change Order $565,501.40
This resolution will approve Change Orders to close out the project and extend the
completion date to September 21, 2009 with no liquidated damages. This project is
funded with 40% city funds and 60% BISA donated funds.
City Manager recommendation: For the reasons stated, I recommend approval without
liquidated damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation - Approve
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December 8, 2009
Resolution No. 128-09
A Resolution Authorizing Change Orders 1 thru 4 (Final) For
Larson Ice Center Red Rink Project
Beck & Hofer Construction
Be It Resolved by the City Council that the following change orders be allowed for the Larson
Ice Center Red Rink Project:
Change Order Number 1 – Extend hot water line to existing mixing valve for an
increase of $1,552.03
Change Order Number 2 – Walkway bridge revision for an increase of $3,366.50
Change Order Number 3 – Changes to plastic laminate lockers for an increase of
$4,131.92
Change Order Number 4 – Repair concrete floor at exterior doorway (increase
$1,632.78), connect radiant tube heat to building controls (increase
$2,699.81), light fixture revision ($ 0 change), replace lockers with in-
stock lockers (decrease $2,881.64) for a total increase of $1,450.95
Adjust total contract amount (CO 1 thru 4) by an increase of $10,501.40 and close out
the project.
Adjust contract final completion date to September 21, 2009.
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_______________________________
Tim Reed, Mayor
ATTEST:
_________________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
18. Action on Resolution No. 129-09, a Resolution Authorizing
Change Orders #1 through #6 (Final) for Larson Ice Center
Exterior Project, Mills Construction, Inc.
To: Mayor, City Councilors, and City Manager
From: Allyn Frerichs, Park, Recreation & Forestry Superintendent
Date: December 3, 2009
RE: Larson Ice Center – EXTERIOR Change Orders
This project included modifications and additions to the front entrance, canopies,
lighting and parking lot improvements.
The original contract deadline was October 2, 2009, with Change Order extension to
October 16, 2009. Substantial completion date was November 9, 2009. However, the
rink was open and available for regular use at the original date. Weather delays in
October contributed substantially to difficulty in making progress with this outside
project. Because there were no hardships or unreasonable inconvenience,
recommendation is for there to be no liquidated damages.
The Change Orders are for unforeseen circumstances and desired changes that came up
during construction. The resolution explains the Change Orders. The change order
amounts are well within the funds set aside for contingency.
The project costs are summarized as follows:
Original Contract Price $417,000
Change Order Increase $ 19,783
Contract Price incorporating these Change Orders $436,783
This resolution will approve Change Orders to close out the project and extend the
completion date to November 9, 2009. This project is funded with 67% donated private
funds and 33% city funds borrowed from the private donor.
City Manager recommendation: For the reasons stated, I recommend approval without
liquidated damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation - Approve
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December 8, 2009
Resolution No. 129-09
A Resolution Authorizing Change Orders 1 thru 6 (Final) For
Larson Ice Center Exterior Project
Mills Construction, Inc.
Be It Resolved by the City Council that the following change orders be allowed for the Larson
Ice Center Exterior Project:
Change Order Number 1 – Remove and re-route existing sub-surface conduits for
an increase of $7,036.00
Change Order Number 2 – Replace existing settled sidewalk for an increase of
$1,110.00
Change Order Number 3 – Removal of existing signage for an increase of $1,038.00
Change Order Number 4 – Change wall material on canopy ends for an increase of
$7,143.00
Change Order Number 5 – Revised north entrance sidewalk to provide accessibility
for an increase of $3,061.00
Change Order Number 6 – Provide pipe caps at downspout transitions for an
increase of $395.00
Adjust total contract amount (CO 1 thru 6) by an increase of $19,388.00 and close
out the project.
Adjust final completion date to November 9, 2009.
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_____________________________
Tim Reed, Mayor
ATTEST:
______________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
19. Action on FINAL CHANGE ORDERS for the Airport Fuel
System:
A. Resolution No. 124-09, Resolution Authorizing Change
Order No. 1 (CCO#1 Final) for Airport Fuel System –
Concrete Work, Mills Construction.
This project entails installing a size concrete containment pad for the new airport fuel system.
The fuel system will include two-12,000 gallon above ground fuel tanks with all associated
equipment. The project included grading, pit run and the installation of a 60’ x 42’ concrete pad
for the fuel tank system. This will be a containment pad that will hold fuel in the case of a leak
or spill from the fuel tanks. The original contract was awarded to Rexcon Materials, Inc., of
Volga. However, they rescinded their bid due to a change order changing the location of the
containment pad. The contract was awarded to the next low bidder, Mills Construction of
Brookings. The original contract deadline was August 15, 2009 with $200.00 per day of
liquidated damages in the contract. Due to the delay in the award, the contractor was not able
to finish the project by the contract deadline. This project had a very short timeline and the
contractor worked diligently on the project and completed the concrete pad on September 1,
2009. This project was the first phase in the fuel system project, and the slight delay caused a
delay to the subsequent projects of installing the tanks and performing the wiring. The fuel
system was completed during the 2009 construction season.
This project also included work to install a new light pole at the new Jet Fuel tank location for a
total increase of $432.00 to the contract. The project costs are summarized as follows:
Original Contract Price: $14,990.00
Increase from Previously Approved Change Orders: $0.00
Contract Price prior to this Change Order: $14,990.00
Increase of this Change Order (No. 1 Final): $432.00
Contract Price incorporating this Change Order: $15,422.00
This resolution will approve Change Order No. 1 (CCO#1 Final) for this project for a total
increase of $432.00 to close out the project, and will extend the final completion date to
September 1, 2009 with no liquidated damages.
City Manager recommendation: The start date of this project was delayed a few weeks due to
rescinding the Rexcon bid, and Mills Construction worked to complete the project as soon as it
was awarded. Due to the delay in the award date, I recommend approval without liquidated
damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation
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City Council Packet
December 8, 2009
Resolution No. 124-09
A Resolution Authorizing Change Order No. 1 (CCO#1 Final) For
Airport Fuel System Project – Concrete Work
Mills Construction
Be It Resolved by the City Council that the following change order be allowed for the Airport
Fuel System Project – Concrete Work:
Construction Change Order Number 1 (Final)
Increase the contract by $432.00 due to the need of a light pole at the new Jet Fuel tank
location to close out the project.
Adjust contract final completion date to September 1, 2009
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST:
____________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
19. Action on FINAL CHANGE ORDERS for the Airport Fuel
System:
B. Resolution No. 125-09, Resolution Authorizing Change
Order No. 1 (CCO#1 Final) for Airport Fuel System –
Tanks, Sioux Equipment.
This project entails a new airport fuel system which includes two-12,000 gallon Flameshield
double-wall above ground fuel tanks with all associated equipment. This project included
assisting in setting the tanks, equipping the tanks with vents, gauges, submersibles, drop tubes
and overfill valves, setting the spill container and installing the fill piping, installing the product
piping, setting, starting up and calibration of the fueling dispensers, installing the Airport’s
provided Fuelmaster system, starting the system, incidentals and initial operations/maintenance
instruction for the system.
The original contract deadline was August 31, 2009 with $200.00 per day of liquidated damages
in the contract. The start of this project was delayed because of the curing time on the
concrete pad and work began as soon as the concrete pad was cured sufficiently for the weight
of the tanks. After the tanks were set and wired in, they were in operation. However, the fuel
flow rate was operating slower than designed and the contractors investigated and corrected
the flow rate issue and other punch list items. The final project work was completed by
November 30, 2009. This project also included a larger diameter hose for the Jet Fuel tank for
a total increase of $825.00 to the contract. The project costs are summarized as follows:
Original Contract Price: $89,386.00
Increase from Previously Approved Change Orders: $0.00
Contract Price prior to this Change Order: $89,386.00
Increase of this Change Order (No. 1 Final): $825.00
Contract Price incorporating this Change Order: $90,211.00
This resolution will approve Change Order No. 1 (CCO#1 Final) for this project for a total
increase of $825.00 to close out the project, and extend the final completion date to November
30, 2009 with no liquidated damages.
City Manager recommendation: The start date of this project was delayed a few weeks due to
the concrete slab starting late and Sioux Equipment worked to complete the project after it was
awarded. Due to the delay in the concrete project, I recommend approval without liquidated
damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation
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City Council Packet
December 8, 2009
Resolution No. 125-09
A Resolution Authorizing Change Order No. 1 (CCO#1 Final) For
Airport Fuel System Project (Fuel Tanks)
Sioux Equipment
Be It Resolved by the City Council that the following change order be allowed for the Airport
Fuel System Project (Fuel Tanks):
Construction Change Order Number 1 (Final)
Increase the contract by $825.00 due to the need for a larger diameter hose for the Jet
Fuel tank to close out the project.
Adjust contract final completion date to November 30, 2009
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST:
____________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
19. Action on FINAL CHANGE ORDERS for the Airport Fuel
System:
C. Resolution No. 126-09, Resolution Authorizing Change
Order No. 1 (CCO#1 Final) for Airport Fuel System Project
– Electrical Work, Perry Electric.
This project entailed installing the electrical work for the new airport fuel system. The fuel
system included two-12,000 gallon above ground fuel tanks with all associated equipment. The
electrical bid included wiring, conduit and electrical work for the fuel tank system.
The original contract deadline was August 31, 2009 with $200.00 per day of liquidated damages
in the contract. The start of this project was delayed because of the installation of the concrete
pad and tank installation. The wiring work began as soon as the tanks were installed. Perry
Electric also worked with Sioux Equipment to troubleshoot the fuel flow rate issue. The final
project work was completed by October 7, 2009. There was additional work required for this
contractor that was not included in the project which was disconnecting the old Jet Fuel
electrical connections, wiring a jet fuel water separation heater and supplying a new security
light and pole for a total increase of $1,804.93 to the contract. The project costs are
summarized as follows:
Original Contract Price: $12,520.50
Increase from Previously Approved Change Orders: $0.00
Contract Price prior to this Change Order: $12,520.50
Increase of this Change Order (No. 1 Final): $1,804.93
Contract Price incorporating this Change Order: $14,325.43
This resolution will approve Change Order No. 1 (CCO#1 Final) for a total increase of
$1,804.93 to close out the project and extend the final completion date to October 7, 2009
with no liquidated damages.
City Manager recommendation: The start date of this project was delayed a few weeks due to
the concrete slab starting late and Perry Electric worked with Sioux Equipment to complete the
project after it was awarded. Due to the delay in the concrete project, I recommend approval
without liquidated damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation
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City Council Packet
December 8, 2009
Resolution No. 126-09
A Resolution Authorizing Change Order No. 1 (CCO#1 Final) For
Airport Fuel System – Electrical Work
Perry Electric
Be It Resolved by the City Council that the following change order be allowed for the Airport
Fuel System - Electrical Work:
Construction Change Order Number 1 (Final)
Adjust contract for additional work to disconnect old Jet Fuel electrical connections,
wiring for a jet fuel water separation heater and supplying a new security light and pole
for a total increase of $1,804.93 to close out the project.
Adjust contract final completion date to October 7, 2009
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST:
____________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
19. Action on FINAL CHANGE ORDERS for the Airport Fuel
System:
D. Resolution No. 127-09, Resolution Authorizing Change
Order No. 1 (CCO#1 Final) for Airport Fuel System –
Tank Restoration Project, VJ Ahlers Construction.
This project entailed removal of two 6,000 gallon underground Av-gas tanks and one 10,000
gallon underground jet-fuel tank. The project included removal and disposal of the tanks,
installing clay material, gravel, and asphalt or topsoil in the tank removal areas. The jet-fuel tank
removal is located near the terminal building and a portion of this project will be reimbursed by
the City’s insurance company and the project completed the mediation from the fuel spill that
occurred in 2008.
The original contract deadline was October 30, 2009 with $200.00 per day of liquidated
damages in the contract. The start of this project was delayed due to the rainy weather that
occurred in October. The contractor began as soon as the weather conditions were favorable
and the crews worked diligently to complete the project. The final project work was completed
by November 6, 2009. This change order includes additional work that was not included in the
project which was hauling City-furnished topsoil from an off-site location because the onsite
topsoil was too wet and for removal of an unforeseen concrete platform that was discovered
under the av-gas tanks for a total increase of $732.89. However, the final as-built quantities
were lower than the plan quantities due to fewer tons of clay and topsoil needed for the tank
removal areas which was a decrease of $5,746.55, resulting in a total decrease of $5,013.66 to
the project. The project costs are summarized as follows:
Original Contract Price: $56,357.70
Increase from Previously Approved Change Orders: $0.00
Contract Price prior to this Change Order: $56,357.70
Decrease of this Change Order (No. 1 Final): $5,013.66
Contract Price incorporating this Change Order: $51,344.04
This resolution will approve Change Order No. 1 (CCO#1 Final) for a total decrease of
$5,013.66 to close out the project and extend the final completion date to November 6, 2009
with no liquidated damages.
City Manager recommendation: The start date of this project was delayed due to the rainy
weather we experienced in late October and VJ Ahlers Excavating, Inc. worked to complete the
project as soon as weather conditions allowed. Due to the weather delay, I recommend approval
without liquidated damages.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
City Manager Recommendation
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City Council Packet
December 8, 2009
Resolution No. 127-09
A Resolution Authorizing Change Order No. 1 (CCO#1 Final) For
Airport Fuel System Tank Restoration Project
VJ Ahlers Excavating, Inc.
Be It Resolved by the City Council that the following change order be allowed for the Airport
Fuel System Tank Restoration Project:
Construction Change Order Number 1 (Final)
Remove a concrete platform underneath the Av Gas tanks for an increase of $732.89
and adjust plans quantities to as-build quantities for a decrease $5,746.55 for a total
decrease of $5,013.66 to close out the project.
Adjust contract final completion date to November 6, 2009
Passed and approved this 8th day of December, 2009.
CITY OF BROOKINGS
_________________________
Tim Reed, Mayor
ATTEST:
____________________________
Shari Thornes, City Clerk
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December 8, 2009
Other Business
20. Discussion and possible action on establishing a Parking Ad Hoc
Committee.
TO: Mayor and City Council Members
FROM: City Manager Jeff Weldon
RE: Parking Ad Hoc Committee
At the October 27, 2009 Council meeting, the Council discussed several options for a
format that would address ordinance changes to parking regulations. The Council
acknowledged a multitude of issues that complicate parking regulations such as law
enforcement, snow removal, zoning considerations, renter-owner status of housing,
street widths, proximity to SDSU, etc.
Councilman Kubal suggested a citizens committee to analyze the myriad of issues in an
effort to identify some comprehensive alternatives as opposed to isolated solutions that
tend to be localized to specific neighborhood concerns.
The Planning Commission addresses parking issues related to off-street parking while
the Traffic Safety Committee addresses parking issues related to on-street parking.
Clearly, the issues we are facing are a hybrid of each of both components. You have the
option of addressing this issue as a full council or establishing an ad hoc committee to
undertake such a review. If you decide the later, I suggest a representative from each
the Planning Commission and Traffic Safety Committee, a representative from SDSU,
and perhaps one or two citizens at large. You may want to consider a councilmember
on the committee as well. The appropriate staff persons from all affected departments
will be available to provide staff support.
As you decide this issue, I need to remind you Policy 1.2.4 of the Governance Process
discourages the use of such committees while Policy 1.6.A.6 provides for the creation of
ad hoc committees to review policy areas. Both policies are attached for your review.
Also attached is a staff memo outlining the most significant issues we see as related to
parking.
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
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December 8, 2009
City of Brookings
Governance & Ends Policy
Policy 1, Governance Process
Defining the purpose of the City Council, City Manager, and all City Employees:
1.1 Governance Process, Ownership of the Council – Key Performance Area
Governance Process is considered a key performance area by the Brookings City Council, and
appears in the Mission Statement as “municipal management.”
The Brookings City Council shall answer to, and take into consideration the best interests of,
all residents of the City of Brookings, both vocal and silent citizens, with respect paid to all
residents, regardless of their economic status. Since the City is “owned” by the Citizens, the
Council’s thinking shall be influenced by this ownership. Secondarily, the City Council shall
consider the needs of any person who regularly shops in, uses facilities of, or accesses services
from the City of Brookings.
1. The Council represents the Citizens. Therefore, it shall educate itself regarding the values
held by the persons it represents and shall act always under the influence of those values. The
Council’s education may be facilitated by (a) formal and informal Citizen opinions; (b) formal
and informal focus groups to explore specific issues; (c) considering input by citizen volunteers
who participate on advisory boards, committees and commissions; (d) monitoring the demand
and utilization of services; (e) discussions with representatives from other governmental and
educational bodies; and (f) reviewing reports and citizen responses in the media.
2. The Council shall report periodically to the Citizens on its stewardship. At least once per
year, the Mayor shall give an accounting of the City’s financial resources and the extent to
which these funds have been translated into services, in the State of the City message.
1.2 Governance Process, Council Role
The role of the Council, on behalf of the Citizens of Brookings, is to assure that the City of
Brookings (a) accomplishes what it should, and (b) avoids unacceptable activities and conditions.
1. The Council will engage in structured contact with citizens of Brookings to represent their
diversity.
2. The Council will define in Ends policies what is to be accomplished in terms of benefits,
recipients, and their relative priorities. It will define in Executive Limitations policies those
activities and conditions it considers unacceptable. The Council will delegate performance on
these matters to a City Manager.
3. The Council will carry out its job with discipline, emphasizing strategic rather than
short-term issues, policy rather than single events, and group rather than individual decisions.
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4. Whenever possible, the Council will avoid the use of committees that separate the
wholeness of the Council. When further research on a topic is needed, the Council may
appoint one member to investigate. However, the Council should avoid subgroups of Council
members, since subgroups tend to develop a life separate from the Council as a whole.
5. The annual cycle of the Council will conclude with a review of Ends policies, in April, just
prior to City Manager construction of a new annual plan and budget.
6. The Council shall honor all demands and restrictions outlined in the Brookings City Charter.
1.6 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:
1. The Council will determine if the need for a citizen advisory board or committee justifies
continuation of the board or committee. If continuation is justified, proceed to #2.
2. The Council will make an effort to determine the most effective use of citizen volunteers,
with a primary decision being the length of service for each board and committee. The
Council believes citizen input will be more likely objective and updated if the advisory board
or committee is kept in an ad hoc (short-term) format. However, the Council recognizes
that some complex issues require citizen involvement for a longer period in order to be
effective.
3. Unless otherwise specified by the Council, the City Manager will coordinate the activities
and reporting functions of all citizen advisory boards and committees.
4. The City Manager will base his guidance of citizen advisory boards and committees on Ends
Policies established by the Council.
5. The Mayor, with advice and consent of the Council, will make all appointments to citizen
advisory boards and committees.
6. Upon recommendation of the City Manager, the Council may approve the creation of ad
hoc committees to assist the City Manager or his staff.
7. In compliance with this policy, in May 2002 the City Council adopted a Volunteer Code of
Ethics. It is attached to this document as Appendix B.
92
TO: Jeff Weldon, City Manager
FROM: Dan Hanson, Planning Administrator
RE: Parking issues
A comprehensive review of the local issues regarding on and off street parking will
require input from several departments including, but not limited to, Community
Development, Engineering, Streets, and Public Safety. Input from the general public,
businesses, and major institutions such as South Dakota State University should also be
encouraged.
The purpose of such a review would involve four major steps:
• Identify and review on and off street parking regulations and policies
• Determine the impact of on and off street parking regulations on pedestrian
safety, traffic safety, street maintenance and land use
• Recommend strategies or policies to address identified problems
• Coordinate a parking management program
City ordinances set standards for minimum off-street parking requirements based on land
use through the Zoning Ordinance. The Vehicles and Traffic Chapter of the Municipal
Code also dictates how on-street parking and boulevard parking is permitted. These
ordinance excerpts are attached to this memo as Exhibit A. These regulations are quite
strict in comparison to most other communities. In addition to these regulations, on-
street parking is routinely restricted due to the location of hydrants, crosswalks, loading
zones, intersections, driveways, official traffic signs and yellow curbing.
Land development standards contained in the Subdivision Ordinance require a minimum
right-of-way width depending upon the classification of the street. Engineering
Standards establish the actual roadway width of a particular street. These standards also
determine how driving lanes are designed and subsequently how on-street parking is
designed on a particular section of roadway. In general, local streets have parking on
both sides, collector streets have parking on one side and arterial streets have no parking.
There are exceptions to these standards that are implemented by the Engineering
Department and Traffic Safety Committee.
The use of on-street parking varies considerably throughout the community. Residential
streets near SDSU and streets surrounding the Central Business District have little to no
vacant curbside space available while most residential and non-CBD commercial districts
can accommodate vehicles on-site. There are pockets of heavier on street parking in
some residential neighborhoods. These areas should be examined further to determine
the actual extent of the congestion.
In areas found to have an identifiable on-street parking problem, several options could be
explored as follows:
• Limit on-street parking to only one side of the street. Pros -this provides for a
consistent driving lane and promotes uniformity. Cons - it also pushes parking to
one side only and impacts residents differently. Routine street cleaning is also
difficult or impossible on the parking side.
• Alternate side parking on a street based upon the days of the week. Pros - creates
some equity among residential properties. Allows for the street to be cleaned on
both sides. Could eliminate the need to chalk tires under the 72-hour rule. Would
eliminate “snowbirds”. Cons - this would require monitoring on a continual basis
by law enforcement
• Establish no parking time periods (seasonal only or TBD). Pros - allows for
complete cleaning of streets at predetermined times. Cons - could be major issue
for visitors and may lead to higher vehicle speeds (on-street parking has a traffic
calming effect). May only transfer parking to adjacent neighborhood
• One-way streets. Pros - traffic calming design capabilities, deters drive thru
traffic, eliminates some turning movements. Cons - creates indirect route for
some residents.
• Create a Residential Parking Permit District (RPPD)
o RPPDs are often created in those areas where residents have difficulty
parking near their own residence due to commuter parking or where off-
street parking is not adequate. Cities that offer RPPDs as an option
usually have a process set up that provides for a neighborhood group to
petition the city. A petition must be signed by a majority of landowners
on a particular block or blocks. This initiates a study by the city to
determine, based on set standards, if the block or blocks qualify. For
example, a study may need to find that 75% of all available on street
parking spaces are occupied and that 25% are occupied by non-residents
of the neighborhood. The process could continue through various steps
and be approved by the City Council. Once approved, signs are erected
and permits are created. The application process, permit cost, number and
types of permits allowed per household and expiration period would all be
established.
Various other options that could be considered are as follows:
• Modify the current restriction on boulevard or front yard parking.
• Amend the access drive regulations to allow wider approaches. This could make
it easier to access side yard parking pads
• Disallow oversized vehicles from parking on the street (either 24/7, overnight,
dusk to dawn, specific time period)
• City initiated RPPD on any block within 3 blocks of the SDSU campus
PARKING REGULATION HISTORY
(residential uses)
DATE/ORD. USE/CHANGE SPACES/UNIT
1957/ No. 317 1 & 2 family dwellings 1
Multi-family (3 or more units) 1
1966/ No. 520 1 & 2 family dwellings 1
Multi-family (3 or more units) 1 ½
Boardinghouses 1/tenant
1966/ No. 520 Parking prohibited in minimum
front yard setback area of lot
1968/ No. 558 Off-street parking required to
be on same lot as use
1974/ No. 1-74 Multi-family (3 or more units) 2
1980/ No. 22-80 Parking prohibited in minimum
front yard setback or building
setback line, whichever is greater
1987/ No. 9-87 1 & 2 family dwellings 2
Multi-family (3 or more units) 2-exclusive
of garages
1994/ No. 8-94 1 & 2 family dwellings, town- 2
houses and condominiums
Apartments (3 units or more) 2-plus one space
for each bedroom
in excess of one
bedroom, exclusive
of garages
2009/ No. 28-09 2 family dwelling 2 plus one additional
space for each unit with
3 or more bedrooms
___________________________________________________________________________________
PARKING REGULATIONS IN PUBLIC R.O.W. (non-zoning)
Sec. 82-428. (7) – Parking is prohibited upon any boulevard except when a special boulevard parking
permit is granted pursuant to policies and procedures established by the City Council.
Sec. 82-432. – Parking of vehicles, trailers or implements on any street or avenue, in excess of 72 hours,
is prohibited
City Council Packet
December 8, 2009
Parking Discussion
TO: Mayor & City Council
Jeffrey W. Weldon, City Manager
FROM: Mike Struck, Community Development Director
RE: Parking Discussion
Enclosed are two maps of a neighborhood located within the Residence R-1B Single Family
zoning district. These maps are intended to provide a visual aid in the parking discussion. The
Zoning Map serves as the base layer with additional data overlaid. The area encompassed by
the map is 6th Street to the north, Elmwood Drive to the south, 17th Avenue on the west, and
22nd Avenue on the east.
The parcels were evaluated based upon City records and mapped according to their rental
type. This focus area encompasses approximately 367 residential parcels, with 18 of these
licensed as rental properties.
The second map shows the current rental properties and parcels which have the potential of
being converted to a two-family dwelling. The criteria utilized to determine potential
conversion parcels is as follows:
Minimum lot area = 12,400 sq. ft.
Minimum lot width = 90 feet
The analysis identified 30 parcels which have the potential to be converted to two-family
dwellings based upon the two specific criteria. Two-family dwellings in the Residence R-1B
Single Family zoning district are allowed as a conditional use. Conditional uses are approved
through a two-step process with the Planning Commission providing a recommendation to the
City Council and the City Council approving such Conditional Use Permit via an ordinance.
93
3RD ST 22ND AVEOLWIEN ST20TH AVEELMWOOD DR 21ST AVESTATE AVE1ST ST
STATE ST
LINCOLN LN
MORNINGSIDE DR
22ND AVE SDAKOTA AVEOHIO DRIOWA ST
LINCOLN LN SDAKOTA ST
18TH AVE SKANS
A
S
D
R MINNESOTA DRJEFFERSON AVE21ST AVE S1ST ST
21ST AVE S¯
Legend
RENT_TYPE
SF
Duplex
BH
3RD ST 22ND AVEOLWIEN ST20TH AVEELMWOOD DR 21ST AVESTATE AVE1ST ST
STATE ST
LINCOLN LN
MORNINGSIDE DR
22ND AVE SDAKOTA AVEOHIO DRIOWA ST
LINCOLN LN SDAKOTA ST
18TH AVE SKANS
A
S
D
R MINNESOTA DRJEFFERSON AVE21ST AVE S1ST ST
21ST AVE S¯
Legend
RENT_TYPE
SF
Duplex
BH
Potential Lots
City Council Packet
December 8, 2009
Other Business
21. TABLED: Discussion and possible action on a funding pledge for
the proposed McCrory Gardens Visitors Center.
November 5, 2009
TO: Mayor and City Council Members
FROM: City Manager Jeff Weldon
RE: McCrory Gardens Visitors Center request
At the previous council meeting, the Council inquired about a debt re-payment schedule
for considering this request as it impacts other debt service obligations. Specifically, its
impact to the current outstanding debt on the Hillcrest Aquatic Center.
You will recall by previous Council action, we undertook an improvement project for
the exterior of the Larson Ice Center which was not budgeted. A large portion of this
project was donated and the balance was loaned to us with the repayment to be
scheduled by adding one additional payment year following the last payment year of the
outstanding pool debt.
With regard to our pool debt, we have a principal/interest payment in 2010 of $338,800
and the final pool principal/interest payment in 2011 of $323,400. By adding one
payment for the Larson Center exterior improvements to the schedule for the pool
means we have one principal/interest payment on the Larson Center of $154,050 in
2012. (NOTE: We also have interest-only payments on the Larson Center in 2010 and 2011
of $4,050 each year.)
As a result, 2013 is the first year we have no debt obligations for Hillcrest Aquatic
Center or the Larson Ice Center. However, we have added debt obligations for the
Innovation Campus and Storm Drainage Projects; and are considering additional debt
for other capital projects.
Motion to remove from Table
City Manager Introduction
Action: Motion to Approve, Request Public Comment, Roll Call
96
City Council Packet
December 8, 2009
Steven J. Britzman
Brookings City Attorney
521 Sixth Street, Suite 104 Telephone (605) 697-9058
Brookings, South Dakota 57006 Facsimile (605) 697-9060
____________________________________________________________
Memorandum
To: Jeff Weldon, City Manager, Shari Thornes, City Clerk
From: Steven J. Britzman, City Attorney
Date: December 3, 2009
Re: Current State statutes concerning 5-year promissory note for projects such as McCrory
Gardens Visitor Center
The following statutes are the statutes for a promissory note with a private party. The
term is limited to 5 years and the amount borrowed would have to be computed by our
Finance Manager based on the limits explained in 9-25-13.
9-25-12. Bonds and notes - Promissory notes - Repayment - Sources - Recitals -
Issuance and sale - Maximum term.
A municipality may borrow money from any source willing to lend the money by issuing
a promissory note subject to the limitations set in §§ 9-25-13 to 9-25-16, inclusive. Notes issued
pursuant to this section are payable solely from the sources provided in § 9-25-13 and do not
constitute an indebtedness of the municipality within the meaning of any constitutional or
statutory provisions or limitations, any provisions in the notes set forth or set forth in the
resolution authorizing the notes to the contrary notwithstanding. The notes shall recite the
authority under which the notes are issued and shall state that the notes are issued in
conformity with the provisions, restrictions, and limitations of §§ 9-25-13 to 9-25-16, inclusive,
and that the notes and the interest thereon are payable from the sources therein provided. The
notes shall be authorized, issued, and sold in accordance with chapter 6-8B. No election is
required and the notes may not be issued for a term in excess of five years. However, notes
issued for loans authorized by the United States Department of Agriculture may be issued for a
term of not more than ten years.
9-25-13. Bonds and notes - Promissory notes - Maximum amount.
The money borrowed pursuant to § 9-25-12 may not exceed the sum of ninety-five
percent of the amount of anticipated special assessment bond proceeds or may not exceed the
sum of ninety-five percent of the amount of uncollected taxes levied by the municipality for the
current fiscal year plus other receivables of the fund, including state or federal grant moneys,
97
City Council Packet
December 8, 2009
which have been earned by the municipality or committed by the state or federal governments
but not collected at the date of borrowing.
9-25-14. Bonds and notes - Borrowing limit reduced by amounts outstanding.
If any registered warrants or promissory notes are outstanding against the fund for
which the money is to be borrowed, the borrowing limit specified in § 9-25-13 shall be reduced
by the amount of such outstanding warrants or promissory notes.
9-25-15. Bonds and notes - Promissory notes - Interest rates - Signatures.
The rate of interest shall be stated on the note authorized by § 9-25-12. The notes shall
be signed by the chief executive officer of the municipality and by the municipal finance officer.
9-25-16. Bonds and notes - Promissory notes - Cash receipts applied until
retirement.
If a note authorized by § 9-25-12 has been issued and not paid in full within the term
provided in § 9-25-12, then thereafter no cash receipts may be expended for any purpose
except the retirement of principal and interest of notes outstanding against that fund, until all
such notes are retired.
98
05,000,00010,000,00015,000,00020,000,00075% Proposed Public Improvement Cash FlowAnnual ExpendituresAnnual RevenuesCash‐10,000,000‐5,000,00005,000,00010,000,00015,000,00020,000,0002008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 202175% Proposed Public Improvement Cash FlowAnnual ExpendituresAnnual RevenuesCash(Chart Includes SDSU Request)
Assuming an annual revenue increase of 1.03Year 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021ExpendituresDebt Service2003 Swiftel/Library Principle 765,000 790,000 810,000 840,000 870,000 900,000 2003 Swiftel/Library Interest168,320 143,840 118,560 91,830 62,850 32,400 2001 Ice Arena/PAC Principal**-2021275,000 285,000 300,000 310,000 325,000 340,000 585,000 755,000 790,000 835,000 875,000 920,000 970,000 1,015,000 2001 Ice Arena/PAC* Interest422,206 410,656 398,401 385,201 371,251 340,321 312,241 275,624 236,519 193,725 148,881 101,731 52,019 2005 Retail/Principal290,000 295,000 305,000 315,000 325,000 340,000 355,000 365,000 2005 Retail/Interest91,908 82,011 71,673 60,718 49,248 37,160 24,400 10,725 2006 Aquatic Pool/Principal308,000 308,000 308,000 308,000 2006 Aquatic Pool/Interest61,600 46,200 30,800 15,400 2009 Larson Advance/LIC Exterior150,000 2009 Larson Advance/LIC Exterior4,050 4,050 4,050 2009 Innovation Campus SRF Loan/Principal44,134 45,473 46,853 48,274 49,739 51,248 52,803 54,405 56,055 57,756 2009 Innovation Campus Loan/SRF Interest78,838 35,207 33,868 32,488 31,067 29,602 28,093 26,538 24,937 23,285 21,585 2009 Innovation Campus Loan/GF Principal105,213 107,868 110,590 113,381 116,242 119,175 122,183 125,266 128,427 131,668 134,991 2009 Innovation Campus Loan/GF Interest66,369 63,714 60,992 58,201 55,340 52,406 49,399 46,315 43,154 39,913 36,591 *Swiftel Expansion Principal 209,112 219,810 231,056 242,878 255,304 268,365 282,096 296,528 *Swiftel Expansion Interest 351,058 340,359 329,113 317,293 304,866 291,804 278,074 263,642 *City Hall Principal 133,297 138,727 144,379 150,262 156,384 162,755 169,386 176,287 183,469 *City Hall Interest 160,009 154,578 148,926 143,044 136,922 130,550 123,920 117,019 109,836 *Airport Expansion Principal 1,807,490 1,898,994 1,995,131 2,096,134 2,202,251 *Airport Expansion Interest 477,685 386,181 290,045 189,041 82,924 *SDSU Performing Arts Center Add'n 352,503 370,537 389,495 409,422 430,369 452,387 475,532 499,862 525,435 *SDSU Performing Arts Center Add'n603,710 585,676 566,718 546,791 525,844 503,826 480,681 456,352 430,778 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 Total Annual Debt Service2,383,234 2,361,907 2,347,684 2,581,819 2,409,522 3,151,202 5,651,707 5,789,951 5,412,610 5,418,507 5,415,710 3,130,692 3,133,542 3,128,830*Swiftel Center $8.5M/Library $2.8MCash ProjectsRailroad Switch15,191 Boys & Girls Club100,000 100,000 100,000 Swiftel CIP225,000 117,623 350,000 483,000 152,000 105,000 103,500 Critical Need-Forestry Aerial Truck135,000 Bike Trail Improvement Project- 101,000 SDSU Research Park150,000 150,000 150,000 SDSU Wellness Center500,000 Nature Park50,000 50,000 50,000 50,000 Larson holding barn concrete floor & turf125,000 Automation irrigation system/Edgebrook170,000 Airport Expansion294,880 500,000 S Main Ave sewer line extension500,000 Spl Assmnt-Street-15th St S/7th Ave S870,000 Street Improvements516,000 420,000 400,000 300,000 150,000Public Improvement Planning Tool with SDSU Proposals
Assuming an annual revenue increase of 1.03Year 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021ExpendituresStreet Development700,000 500,000 1,650,000 0 2,500,000 SDSU Innovation Campus694,000 Animal Control/Humane Society Bldg100,000 100,000 Bob Shelden baseball field upgrade200,000 Adult baseball fields (2) Southbrook175,000 Mickelson Middle School baseball lighting190,000 Railroad Traffic Signals150,000 1,350,000 Fire Station550,000 City/School Partnership Park-Land 200,000 R & T Center-Chip seal parking lot7,000 Aquatic Center/Lazy River2,000,000 City/School Partnership Park-Land 200,000 SDSU McCory Gardens1,000,000 SDSU Performing Arts Addition11,800,000 Total Cash Projects2,114,560 1,017,814 3,750,880 3,130,000 15,517,000 1,805,000 2,803,500 2,900,000000000Total Annual Expenditures4,497,794 3,379,721 6,098,564 5,711,819 17,926,522 4,956,202 8,455,207 8,689,951 5,412,610 5,418,507 5,415,710 3,130,692 3,133,542 3,128,830Revenues75% Sales Tax Revenue3,773,029 3,506,250 3,611,438 3,719,781 3,831,374 3,946,315 4,064,705 4,186,646 4,312,245 4,441,613 4,574,861 4,712,107 4,853,470 4,999,074DtiDonations61,600 46,200 36,200 20,800 Interest131,590 82,570 86,400 51,188 22,634Interfund Loan Repayment17,097 16,413 15,712 14,993 14,256 13,50012,726 11,931 11,117 10,282 9,426 8,549Total Annual Revenues3,966,219 3,635,020 3,751,134 3,808,182 3,869,720 3,961,308 4,078,961 4,200,146 4,324,971 4,453,544 4,585,978 4,722,389 4,862,896 5,007,623Revenue Bond Proceeds12,800,000*Tax Increment Revenue/TIF 1 FAA Grant Match4,000,000 6,000,000Total Debt Proceeds 0 000 12,800,000 4,000,000 6,000,0000000000Total Revenues3,966,219 3,635,020 3,751,134 3,808,182 16,669,720 7,961,308 10,078,961 4,200,146 4,324,971 4,453,544 4,585,978 4,722,389 4,862,896 5,007,623Annual Net-531,575 255,299 -2,347,429 -1,903,636 -1,256,802 3,005,106 1,623,753 -4,489,805 -1,087,639 -964,963 -829,732 1,591,697 1,729,354 1,878,7930.1Ending Balance5,504,691 5,759,990 3,412,561 1,508,925 252,123 3,257,229 4,880,983 391,177 -696,461 -1,661,424 -2,491,156 -899,460 829,894 2,708,687Minimum Bal 10% cash flow339,923 0000000000000Restricted Cash Debt2,192,673 2,174,923 2,174,923 2,174,923 3,454,923 3,454,923 2,677,573 2,677,573 2,677,573 2,677,573 2,677,573 2,677,573 2,677,573 2,677,573Available Cash2,972,095 3,585,067 1,237,638 -665,998 -3,202,800 -197,694 2,203,410 -2,286,396 -3,374,034 -4,338,997 -5,168,729 -3,577,033 -1,847,679 31,114*Estimated figuresPublic Improvement Planning Tool with SDSU Proposals
$
DEBT WORKSHEET 2009
Brookings Debt Limit 42,750,224.00$
Debt Outstanding
Description of Bonds Outstanding Principal Outstanding Interest Total Outstanding
-$ -$
Sales Tax Bonds -$ -$ 15,134,504.00$
2001 Sales Tax 8,305,000.00$ 205,328.00$ 8,510,328.00$
2003 Sales Tax 4,210,000.00$ 71,920.00$ 4,281,920.00$
2005 Sales Tax 2,300,000.00$ 42,256.00$ 2,342,256.00$
-$ -$ -$
Storm Drainage -$ 2,000,000.00$
SRF Loan (Total proposed $8M)2,000,000.00$ -$ 2,000,000.00$
-$ -$ -$
Tax Incremental Bonds -$ -$ 5,359,000.00$
TIF #3/Valley View Add'n 1,035,000.00$ -$ 1,035,000.00$
TIF #4/Sieler Add'n 440,000.00$ -$ 440,000.00$
TIF#1/SDSU Innovation Campus 3,884,000.00$ -$ 3,884,000.00$
Other Indebtedness -$ 766,000.00$
Acquatic Center 616,000.00$ -$ 616,000.00$
Larson Ice Center 150,000.00$ 150,000.00$
TOTAL CONSTITUTIONAL DEBTTOTAL CONSTITUTIONAL DEBT 23 259 504 00$23,259,504.00
Remaining Debt Limit 19,490,720.00$
Proposed Bond Issue 41,800,000.00$
Storm Drainage 6,000,000.00$
Airport 12,000,000.00$
City Hall 5,000,000.00$
Swiftel Center Expansion 7,000,000.00$
SDSU Performing Arts Expansion/McCory Gardens 11,800,000.00$
Over Debt Limit ($22,309,280.00)
McCrory McCrory Gardens Gardens CenterCenter
A presentation to the
Brookings City Council
South Dakota State University
October 27, 2009
McCrory Gardens Presentation, South Dakota State University, October 2009
McCrory McCrory Gardens CenterGardens Center
McCrory Gardens’ tripartite mission
Funding request
Architect’s renderings
Project estimates
Project funding
Conclusion
McCrory Gardens Presentation, South Dakota State University, October 2009
Tripartite missionTripartite mission
Outdoor teaching laboratory
•SDSU classes
•Extension (Master Gardener program, horticulture)
•Public education and continuing education
•Pre-K through 12 education (field trips, straw bale classroom)
Research
•‘Professor McCrory envisioned a research garden
to display trees, shrubs, grasses and flowers that were,
or could be, a part of South Dakota’s landscape.’
— 1966 vision for McCrory Gardens
McCrory Gardens Presentation, South Dakota State University, October 2009
Tripartite missionTripartite mission
Outreach and patron considerations
•Collaboration with museums
•Robust volunteer program built from today’s 40-60 people
•6,000 to 8,000 summer visitors annually
•Conferences, events, receptions weddings and retreats
McCrory Gardens Presentation, South Dakota State University, October 2009
Funding requestFunding request
$1 million from city general fund
•One-time construction request
•28.1 percent of $3.55 million project
•City funding applied to public spaces
McCrory Gardens Presentation, South Dakota State University, October 2009
ArchitectArchitect’’s renderingss renderings
Front (facing north)
McCrory Gardens Presentation, South Dakota State University, October 2009
ArchitectArchitect’’s renderingss renderings
Patio view (south)
McCrory Gardens Presentation, South Dakota State University, October 2009
ArchitectArchitect’’s renderingss renderings
Floor plan (10,444 square feet)
Expansion option
McCrory Gardens Presentation, South Dakota State University, October 2009
ArchitectArchitect’’s renderingss renderings
Position relative
to 22nd Avenue
•East side of gardens
•Near current
auxiliary entrance
Straw bale classroom
22nd
Avenue
Maintenance building
McCrory Gardens Presentation, South Dakota State University, October 2009
Project estimatesProject estimates
Basic facility — $3.55 million
•8,670 square feet with great hall, welcome area and offices
•Site development, utilities and main parking lot
•Gateway sign at Sixth Street and 22nd Avenue
•Entrance sign off 22nd Avenue
Expanded facility — $5.5 million
•Additional conference rooms (adds 1,774 square feet)
•Auxiliary parking
•South plaza
•Children’s garden
McCrory Gardens Presentation, South Dakota State University, October 2009
Project fundingProject funding
Lead gift — $1.5 million
•Initial concept development work through SDSU Foundation
•Advances project more aggressively than original timeline
City commitment — $1 million
•Applied only to public space
•Enhances McCrory Gardens as a destination for all ages
•Enables special events throughout year
Private funding — $1 million to $3 million
•Presented as matching funds with lead gift
•Engages Friends of McCrory Gardens in process
McCrory Gardens Presentation, South Dakota State University, October 2009
ConclusionConclusion
Funding request
•$1 million applied to public space
•Advances project ahead of original timeline
Benefit to Brookings
•Outdoor events venue unique to city
•Amenity that builds Brookings as a creative community
•Destination for patrons of all ages
•Gateway that visitors identify with Brookings
City Council Packet
December 8, 2009
128
22. Adjourn.