HomeMy WebLinkAbout2020_02_18 CC PKTCity Council
City of Brookings
Meeting Agenda
Brookings City Council
Brookings City & County
Government Center
520 3rd St., Suite 230
Brookings, SD 57006
Phone: (605) 692-6281
Fax: (605) 692-6907
"We are an inclusive, diverse, connected community that fuels the creative class, embraces sustainability
and pursues a complete lifestyle. We are committed to building a bright future through dedication,
generosity and authenticity. Bring your dreams!"
Community Room5:00 PMTuesday, February 18, 2020
Study Session
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.
STUDY SESSION
1. Call to Order / Pledge of Allegiance.
2. Record of Council Attendance.
3. Executive Session
3.A.ID 20-0084 Executive Session, pursuant to SDCL 1-25-2, for discussing the
qualifications, competence, performance, character or fitness of any public
officer or employee or prospective public officer or employee. The term,
employee, does not include any independent contractor.
Action: Motion to Enter Into Executive Session, Voice Vote
Action: Motion to Exit Executive Session, Voice Vote
4.ID 20-0085 2020 Census Marketing Campaign
Memo
Complete Count Committee Resolution
Census Presentation
Attachments:
5.ID 20-0091 2020 SDSU Visitor Promotional Fund
Memo
Presentation
Attachments:
Page 1 City of Brookings
February 18, 2020City Council Meeting Agenda
6.ID 20-0092 Swiftel Center Operational Presentation and Discussion
MemoAttachments:
7.ID 20-0080 Facility Maintenance Projects
Memo
2020 Project List
FCA Equipment Heat Map
FCA Facility Map
Attachments:
8.ID 20-0090 City Council Financial Policy Funds (CCFPF)
Memo
Presentation
Attachments:
9.ID 20-0088 Action on 2020 City Manager Compensation Package.
Action: Motion to Approve, Request Public Comment, Roll Call
10. City Council member introduction of topics for future discussion.
Any Council Member may request discussion of any issue at a future meeting only.
Items cannot be added for action at this meeting. A motion and second is required
stating the issue, requested outcome, and time. A majority vote is required.
11. Adjourn.
Brookings City Council: Keith Corbett, Mayor; Patty Bacon, Deputy Mayor
Council Members Leah Brink, Dan Hansen, Ope Niemeyer, Holly Tilton Byrne, and Nick Wendell
Council Staff:
Paul M. Briseno, City Manager Steven Britzman, City Attorney Bonnie Foster, City Clerk
View the City Council Meeting Live on the City Government Access Channel 9.
Rebroadcast Schedule: Wednesday 1:00pm/Thursday 7:00pm/Friday 9:00pm/Saturday 1:00pm
The complete City Council agenda packet is available on the city website: www.cityofbrookings.org
Assisted Listening Systems (ALS) are available upon request by contacting (605) 692-6281. If you require
additional assistance, alternative formats, and/or accessible locations consistent with the Americans with
Disabilities Act, please contact Susan Rotert, City Human Resources Director and ADA Coordinator at (605)
692-6281 at least three working days prior to the meeting.
Page 2 City of Brookings
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0084,Version:1
Executive Session, pursuant to SDCL 1-25-2, for discussing the qualifications, competence,
performance, character or fitness of any public officer or employee or prospective public officer or
employee. The term, employee, does not include any independent contractor.
SDCL 1-25-2. Executive or closed meetings--Purposes--Authorization--Violation as misdemeanor.
Executive or closed meetings may be held for the sole purposes of:
1.Discussing the qualifications, competence, performance, character or fitness of any public
officer or employee or prospective public officer or employee. The term, employee, does not
include any independent contractor;
2.Discussing the expulsion, suspension, discipline, assignment of or the educational program of
a student or the eligibility of a student to participate in interscholastic activities provided by the
South Dakota High School Activities Association;
3.Consulting with legal counsel or reviewing communications from legal counsel about proposed
or pending litigation or contractual matters;
4.Preparing for contract negotiations or negotiating with employees or employee
representatives;
5.Discussing marketing or pricing strategies by a board or commission of a business owned by
the state or any of its political subdivisions, when public discussion may be harmful to the
competitive position of the business; or
6.Discussing information listed in subdivisions 1-27-1.5(8) and 1-27-1.5(17).
However, any official action concerning such matters shall be made at an open official meeting.
An executive or closed meeting shall be held only upon a majority vote of the members of the
public body present and voting, and discussion during the closed meeting is restricted to the
purpose specified in the closure motion. Nothing in § 1-25-1 or this section prevents an
executive or closed meeting if the federal or state Constitution or the federal or state statutes
require or permit it. A violation of this section is a Class 2 misdemeanor.
Source: SL 1965, ch 269; SL 1980, ch 24, § 10; SL 1987, ch 22, § 1; SL 2014, ch 90, § 2; SL 2019,
ch 2, § 1.
City of Brookings Printed on 2/13/2020Page 1 of 1
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City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0085,Version:1
2020 Census Marketing Campaign
Summary:
Overview of the 2020 Census Marketing Campaign for the City of Brookings.
Background:
The Complete Count Committee prepared a marketing campaign to raise awareness and encourage
participation in completing the 2020 Census questionnaire. The marketing plan aims to utilize
existing Census Bureau materials with a local flare. The marketing campaign utilizes multiple media
platforms in an attempt to target all Brookings residents.
Fiscal Impact:
The City of Brookings has budgeted $7,000 towards the 2020 Census Marketing Campaign.
Attachments:
Memo
Complete Count Committee Resolution
Census Presentation
City of Brookings Printed on 2/13/2020Page 1 of 1
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City Council Agenda Memo
From: Mike Struck, Community Development Director
Council Meeting: February 18, 2020
Subject: 2020 Census
Person(s) Responsible: Mike Struck, Community Development Director
Chelsie Bakken, Public Information Officer
Summary:
Presentation of the 2020 Census marketing plan as prepared by the Complete Count
Committee.
Background:
Article 1, Section 2, of the Constitution of the United States mandates the country
conduct a count of its population once every 10 years. The 2020 Census will mark the
24th time the country has counted its population since 1790.
The Census provides important data for lawmakers, business owners, schools, and
many others to provide daily services, products, and support for our communi ty. Every
year, billions of dollars in federal funding is distributed to hospitals, fire departments,
schools, roads, and other resources based on Census data.
The City of Brookings is a Census partner in which we all play a role in raising
awareness of the 2020 Census. As an official Census partner, the City appointed
community members to a 2020 Complete Count Committee. The Complete Count
Committee represents a wide cross-section of the community and is charged with
creating a marketing plan for Brookings and being a local champion of the 2020
Census.
Important dates:
March 12: Census Bureau starts mailing invites/information to households.
April 1: Census Day observed nationwide, all households have received the
Census invite.
April: Census workers visit senior centers, on-campus college students, other
group living quarters.
May – July: Census workers visit households that have not responded.
Households will be receiving invitations from the Census Bureau in mid -March. New in
2020 is the ability to complete the Census questionnaire on-line or via the phone. The
traditional method of completing a paper copy and mailing it back to the Census Bu reau
exists. The invitations contain a reference code which will be required to complete the
questionnaire on-line or via the phone.
Item Details:
A sub-committee of the Complete Count Committee developed a cross platform
integrated marketing campaign. The campaign focuses on targeting all residents of
Brookings as well as specific action items for those historically undercounted
populations within the community.
The cross platform integrated marketing campaign includes:
Integrated Social Media/Radio Marketing
Print Advertising/Distribution
Email Marketing
Press Releases/News Articles
Community Ambassadors and Partners/Sharing
SDSU Targeted Marketing
School District Marketing
Other
The Brookings Public Library computer lab is available for individuals to complete the
Census questionnaire on-line.
Legal Consideration:
The Census Bureau is bound by Title 13 of the U.S. Code to keep your information
confidential. Under Title 13, the Census Bureau cannot release any identifiable
information about you, your home, or your business, even to law enforcement agencies.
The law ensures that your private data is protected and that your answers cannot be
used against you by any government agency or court. The answers provided are used
to produce statistics.
Financial Consideration:
The City of Brookings budgeted $7,000 towards the 2020 Census marketing campaign.
Supporting Documentation:
1. Complete Count Committee Resolution
2. Census Presentation
2020 CENSUS
MARKETING PLAN
Integrated social media/radio marketing
Print advertising/distribution
Email marketing
Press releases/news articles
Community ambassadors and partners
SDSU
School District
Other
INTEGRATED SOCIAL
MEDIA/RADIO
Digital Advertising –GeoFencing
Radio Ads
Brookings Radio Live Remotes
Brookings Counts Video
Social Media –Facebook, Instagram, etc.
PRINT
ADVERTISING/DISTRIBUTION
Newspaper
Handouts/Flyers
Press Releases
EMAIL MARKETING
B-Town Buzz
City of Brookings Newsflash
BEDC, Chamber, & other community partners
COMMUNITY AMBASSADORS
Non-Profit Presentations
Social Media Sharing
BEDC & Other Community/Business Partners
City of Brookings Business Ambassadors Program
Brookings Public Library, Feeding Brookings, Habitat for Humanity
SDSU TARGETED MARKETING
SDSU/City Partnership with Social Media & PR students
SDSU Internal Marketing Efforts
B-Town Buzz
SCHOOL DISTRICT MARKETING
School District Internal Marketing Efforts
OTHER
Brookings Counts Logo
Census Brookings Counts Info/Resources Page
Word of Mouth Marketing
Children’s Census Story Time
BATA Electronic Billboard advertizing
TAKECHARGE
NATIONAL CENSUS RESOURCES:
www.census.gov
BROOKINGS RESOURCES:
www.cityofbrookings.org
NON-PROFIT RESOURCES:
www.nonprofitvote.org/nonprofitscount
KEY DATES TO REMEMBER
Most individuals will receive an invite in the mail
Official Census Day
Individuals can respond by phone, mail, online
If the Census is not taken by this date a Census
Bureau worker will visit.
MID MARCH
APRIL 1st
MARCH -JULY
APRIL 30, 2020
MAY -JULY
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0091,Version:1
2020 SDSU Visitor Promotional Fund
Summary:
The 2020 SDSU Visitor Promotional Fund was decreased to $10,000 from the historical $50,000
level. City Council requested an evaluation of 2019 3B revenues to potentially increase the SDSU
Visitor Promotional Fund. 2019 revenues were greater than expected mostly due to a onetime
increase, which led to surplus funds. That said, Council can determine an increase to the SDSU
Visitor Promotional Fund if desired.
Background:
Three B is a one percent tax charged on bed, booze, and board. The Pillow Tax is a $2 charge on
hotel rooms within a Business Improvement District. These revenues provide city funding for various
outside visitor and economic agencies. Some agencies have increased their overall dependency over
time; however, the revenue source that funds these agencies has not kept up with demand. This
unsustainable funding has been augmented with revenues from the Liquor Store through a transfer.
The future recommended funding levels need to mirror the revenue received from the 3B and Pillow
Tax in order to be sustainable. The annual increase in these revenue sources has been minimal.
Additionally, Liquor Store revenues assist in funding the General Fund. The 2020 projected budget
does not provide revenue necessary to fund all prior agency requests at historical levels. Therefore,
many programs were reduced or eliminated within the 2020 budget while trying to maintain little or no
impact on service delivery.
The SDSU Visitor Promotional Fund expended $17,500 in 2017, $42,000 in 2018, and assumed
$50,000 in 2019. The 2020 SDSU Promotional Fund is budgeted at $10,000. Council requested a
review of the funding allocation after the 3B revenues for 2019 were received and provide a true up if
revenues allowed.
Attachments:
Memo
Presentation
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City Council Agenda Memo
From: Paul Briseno, City Manager
Council Work Session: February 18, 2020
Subject: 2020 SDSU Visitor Promotional Fund
Person(s) Responsible: Paul Briseno, City Manager
Summary:
The 2020 SDSU Visitor Promotional Fund was decreased to $10,000 from the historical
$50,000 level. City Council requested an evaluation of 2019 3B revenues to potentially
increase the SDSU Visitor Promotional Fund. 2019 revenues were greater than
expected mostly due to a onetime increase, which led to surplus funds. That said,
Council can determine an increase to the SDSU Visitor Promotional Fund if desired.
Background:
Three B is a one percent tax charged on bed, booze, and board. The Pillow Tax is a $2
charge on hotel rooms within a Business Improvement District. These revenues provide
city funding for various outside visitor and economic agencies. Some agencies have
increased their overall dependency over time; however, the revenue source that funds
these agencies has not kept up with the demand. This unsustainable funding has been
augmented with revenues from the Liquor Store through a transfer.
The future recommended funding levels need to mirror the revenue received from the
three B and Pillow Tax in order to be sustainable. The annual increase in these revenue
sources has been minimal. Additionally, Liquor Store revenues assist in funding the
General Fund. The 2020 projected budget does not provide revenue necessary to fund
all prior agency requests at historical levels. Therefore, many programs were reduced or
eliminated within the 2020 budget while trying to maintain little or no impact on service
delivery.
The SDSU Visitor Promotional Fund expended $17,500 in 2017, $42,000 in 2018, and
assumed $50,000 in 2019. The 2020 SDSU Promotional Fund is budgeted at $10,000.
Council requested a review of the funding allocation after the 3B revenues for 2019
were received and provide a true up if revenues allowed.
Item Details:
2019 3B revenue saw an $87,500 surplus versus budget, of which $61,000 is a one-
time revenue from previous year amendment true up. Thus, this large increase will not
be realized in the future. However, the increased revenue provides excess revenue and
meets the overall expenditures with the augmentation of the Liquor Store transfer.
Excess funds do exist to fund the SDSU Visitor Promotional Fund to the City Council’s
desired amount or the requested $50,000.
The future funding of this program will be dependent on increased revenues and
funding levels of other economic development related agencies. The 2021 budget
process will allow further discussion with more precise projections for 2020 estimated
and 2021 projected revenues/expenditures.
Legal Consideration:
None.
Strategic Plan Consideration:
Staff provides the City Council with a balanced budget. Therefore , excess revenues
should be utilized to meet the City Council Strategic Goals. Balanced budgets will be
recommended in the future, and revenues will need to meet expenditures to be
sustainable.
Financial Consideration:
The 2019 3B came in greater than projected and Council can afford to increase the
SDSU Promotional Fund. However, the funding level is not sustainable unless other
agencies decrease, or a revenue increase is realized matching expenditures.
Options and Recommendation:
This item is presented at a study session for discussion. Based on direction given, the
item will be placed on the February 25th City Council meeting for action.
Supporting Documentation:
1. Presentation
1
Visitor and EDC Agencies
Swiftel Amount Includes $65K planned increase to fund operating deficit from 3B reserves
2019 BUDGET 2020 BUDGET
SWIFTEL 540,000.00$ 490,912$
Convention & Visitor Bureau 454,000.00$ 443,138$
Economic Development 215,000.00$ 210,875$
Chamber 27,000.00$ 25,575$
Downtown 30,000.00$ 30,000$
Downtown Music Event 30,000.00$ 27,500$
SDSU Student Visitor Promotion 50,000.00$ 10,000$
Downtown Grant - Acceleration Program 50,000.00$ -$
Promotion of City 10,000.00$ -$
Total Visitor and EDC Agencies 1,406,000$ 1,238,000$
VISITOR & EDC AGENCIES
Visitor & EDC Revenue Source 2019 BUDGET 2020 BUDGET
3B 969,000$ 935,000$
Pillow 255,000$ 275,000$
Liquor Store Transfer 117,000$ 20,000$
Total Visitor and EDC Revenue 1,341,000$ 1,230,000$
Visitor & EDC Revenue Source 2019 Actual
3B 1,056,000$
Pillow 267,538$
Liquor Store Transfer 117,000$
Total Visitor and EDC 1,440,538$
3B reflects $87K surplus vs budget
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0092,Version:1
Swiftel Center Operational Presentation and Discussion
Summary:
The Swiftel Center staff, VenuWorks Corporate Team, and the Swiftel Center Advisory Committee will
present the mission, vision, opportunities, and future direction of the Swiftel Center. The discussion
will provide information regarding the history of the Swiftel Center and the benefits provided to the
City of Brookings and surrounding area. The City Council requested this Study Session to gain
further insight and provide necessary policy direction.
Background:
The Swiftel Center has been in existence for 19 years. Over this time, the facility has provided more
than 4,178 events with more than 1.9 million attendees. Several venues are provided by this public
amenity including meeting conferences, sporting events, banquets, and other business. VenuWorks
provides contracting services based on an agreement. This agreement requires augmentation of
operations based on performance and is set to renew in 2021.
The 2020 operational budget requires city funding at $490,000 plus capital improvements. The funds
expended in 2019 for operations was $562,391. Funds for this expenditure are derived from the 3B
Tax. A desire for continued event promotion fund (formerly named risk fund) is desired. At the
previous regular City Council meeting, a plan to improve financials was presented. It is assumed a
portion of these funds will contribute to help sustain the event promotion fund.
According to a 2013 AECOM Study, the Swiftel Center economic impact is estimated at $20 million a
year. More importantly is the impact the facility has on ancillary businesses including restaurants,
hotels, and other industries.
Attachments:
Memo
Presentation
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City Council Agenda Memo
From: Tom Richter, Executive Director Swiftel Center
Council Meeting: February 18, 2020
Subject: Swiftel Center Operational Presentation and Direction
Person(s) Responsible: Tom Richter , Executive Director of the Swiftel Center
Summary:
The Swiftel Center staff, VenuWorks Corporate Team, and the Swiftel Center Advisory
Committee will present the mission, vision, opportunities, and future direction of the
Swiftel Center. The discussion will provide information regarding the history of the
Swiftel Center and the benefits provide d to the City of Brookings and surrounding area.
The City Council requ ested this Study S ession to gain further insight and provide
necessary policy direction.
Background:
The Swiftel Center has been in existence for nineteen years. Over this time, the facility
has provided more than 4,178 events with more than 1.9 million attendees. Several
venues are provided by this public amenity including meeting conferences, sporting
events, banquets, and other business. VenuWorks provides contracting services based
on an agreement. This agreement requires augmentation of operations based on
performance and is set to renew in 2021.
The 2020 operational budget requires city funding at $490,000 plus capital
improvements. The funds expended in 2019 for operations was $562,391. Funds for
this expenditure are derived from the 3b tax. A desire for continued event promotion
fund (formerly named risk fund) is desired. At the previous regular City Council meeting,
a plan to improve financials was presented. It is assumed a portion of these funds will
contribute to help sustain the event promotion fund.
According to a 2013 AECOM study , the Swiftel Center economic impact is esti mated at
$20 million a year. More importantly is the impact the facility has on ancillary
businesses including restaurants, hotels and other industries.
Item Details:
The Study Session will include a formal presentation by Tom Richter, Executive Director
of the Swiftel Center. Additional presentation team members include Steve Peters, CEO
and Founder of VenuWorks, as well as Tim Sullivan, Senior Vice President and CFO of
VenuWorks. A copy of the presentation is attached to this memo and contains:
- Welcome
- Session Goals
- 19 Years of Progress
- Mission Statement
- Average Annual Event Mix
- Economic Impact
- Comparable Arenas: VenuWorks
- Comparable Arenas: Other
- SWOT Analysis
- Strategic Vision
- Thank You
- Q&A
VenuWorks and the Swiftel Center Advisory Committee seek discussion and
collaboration with the City Council of expectations or desired direction.
Legal Consideration:
None.
Strategic Plan Consideration:
A strategic initiative from the 2018-2023 City of Brookings Strategic Plan will be
discussed during the strategic vision portion of the formal presentation, which states “to
provide for expanded conference/meeting facilities at the Swiftel Center to positi on
Brookings as a major state destination for such events.”
Financial Consideration:
The Swiftel Center operational budget is funded by 3 b tax. All capital improvements are
funded from the City of Brookings’ sales tax.
Supporting Documentation:
1. Presentation
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0080,Version:1
Facility Maintenance Projects
Summary:
This presentation provides an update on the current plan for the maintenance of City facilities. A
Facility Condition Assessment (FCA) was provided by McKinstry to assist in the process and plan to
be implemented over the next 30 years. FCA and Capital Improvement Plan (CIP) coordination will
extend the useful life of City facilities and reduce emergency fixes and costs.
Background:
The City of Brookings has taken a proactive approach to the maintenance of City facilities. This is an
effort to extend the life of our facilities as well as keep emergency fixes and escalating costs
controlled. Previously, facility maintenance was the responsibility of the respective department heads.
Street Superintendent Matt Bartley took over facility maintenance in August 2019 to assist the
departments in this process.
In September 2019, the City entered into a Facility Condition Assessment (FCA) contract with
McKinstry. In December 2019, the City received the full FCA from McKinstry. The intent of this study
is to provide a review of the existing conditions of the physical assets, which will contribute to the
development of a long-term, capital replacement budget. The information provided in this report can
assist in avoiding costly emergency repairs and other unplanned renovations and enables the City to
more effectively plan for future capital projects.
Fiscal Impact:
Portions of the funding for the facility maintenance projects will come from the current 10-year CIP.
That funding will be reserved for projects associated with current CIP projects in the 10-year plan.
Additional appropriations will need to be funded through other funding sources and/or budget
surpluses.
Attachments:
Memo
2020 Project List
FCA Equipment Heat Map
FCA Facility Map
City of Brookings Printed on 2/13/2020Page 1 of 1
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City Council Agenda Memo
From: Matt Bartley, Street, Project and Facility Manager
Council Meeting: February 18, 2020
Subject: Facility Maintenance Projects
Person(s) Responsible: Matt Bartley, Street, Project and Facility Manager
Summary:
This presentation provides an update on the current plan for the maintenance of City
facilities. A Facility Condition Assessment (FCA) was provided by McKinstry to assist in
the process and plan to be implemented over the next 30 years. FCA and Capital
Improvement Plan (CIP) coordination will extend the useful life of City facilities and
reduce emergency fixes and costs.
Background:
The City of Brookings has taken a proactive approach to the maintenance of City
facilities. This is an effort to extend the life of our facilities as well as keep emergency
fixes and escalating costs controlled. Previously, facility maintenance was the
responsibility of the respective department heads. Street Superintendent Matt Bartley
took over facility maintenance in August 2019 to assist the departments in this process.
In September 2019, the City entered into a Facility Condition Assessment (FCA)
contract with McKinstry. In December 2019, the City received the full FCA from
McKinstry. The intent of this study is to provide a review of the existing conditions of the
physical assets, which will contribute to the development of a long-term, capital
replacement budget. The information provided in this report can assist in avoiding costly
emergency repairs and other unplanned renovations and enables the City to more
effectively plan for future capital projects.
Item Details:
A Facility Condition Assessment (FCA) is an in-depth audit of the current conditions of
building structure, systems, and equipment, and is used for making recommendations
for repairing, replacing, and upgrading assets. The FCA surveys the entire facility to
capture data on the severity of needed repairs or replacements of equipment, systems,
and structural elements. The FCA includes estimates of replacement and repair costs
along with recommendations for prioritization based on the most substantial needs and
likely equipment failures or safety hazards. The report provides a 30-year outlook of
facility needs and budgetary forecasting to complete the projects and equipment
replacements. The FCA will promote proactive repairs and replacements ensuring City
facilities maintain a proper operational standard.
The FCA will assist in coordination with departments not only for their facility
maintenance plans, but also the associated CIP outlook. Some of the equipment
replacements and projects can be found in departmental CIP’s as well as the FCA from
McKinstry. Superintendent Bartley will coordinate with department heads to assure that
both the CIP and FCA align together for proper building performance and budgets.
Maintenance projects will be bid for completion. Currently, staff is working on finalizing
and implementing the project list for 2020.
YEAR BUDGET MAJOR PROJECTS
2020 $1,022,600 Library boiler, LIC radiant heat, Possible PD upgrades
2021 $1,686,790 Library and Swiftel air handlers, Library lighting (LED)
2022 $1,610,575 Library exterior windows and chiller, LIC exterior lighting (LED)
2023 $1,442,050 LIC interior lighting (LED), Airport terminal concrete
2024 $1,756,957 Activity Center roof, LIC red rink dehumidification system
2025 $2,318,312 LIC HVAC controls, Swiftel AHU’s and rooftop units
Strategic Plan Consideration:
The FCA and proactive maintenance approach furthers City Council Goal B-4-1:
Maintain facilities with a sustainable plan.
Financial Consideration:
Portions of the funding for the facility maintenance project s will come from the current
10-year CIP. That funding will be reserved for projects associated with current CIP
projects in the 10-year plan. Additional appropriations will need to be funded through
other funding sources and/or budget surpluses.
Supporting Documentation:
1. 2020 Project List
2. FCA Equipment Heat Map
3. FCA Facility Map
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Library Mech/Elec Room Boiler HVAC Mechanical Single Boiler. Evaluate options and install for redundancy 2020 $175,000
$175,000
22nd Ave Fire Station Exterior HID Lighting Electrical 100% Exterior HID Wall Packs, One Wall Pack Filled with Water 2020 $2,500
$2,500
Activity Center (60's Plus Dining)Main Level Carpet Flooring Building Interior Replacement budget 50% Carpet, Remove Carpet from Restrooms (do for sure)2020 $35,000
Activity Center (60's Plus Dining)Main Level Vinyl Flooring Building Interior Replacement budget 10% Vinyl, Kitchen Area is Very Worn( what is 10% maybe push 2020 $6,600
Activity Center (60's Plus Dining)Building Perimeter Exterior Windows Exterior Enclosure Building Exterior Metal Frame, Bad Condition. Plan replacement within 2 years (needs replaced)2020 $25,000
Activity Center (60's Plus Dining)Interior FACP & Components Fire Detection/Alarm System Fire & Life Safety Doesn't appear to be ADA Compliant (Pull Stations too high, Horns only)2020 $24,750
$91,350
Airport - Terminal Building Exterior Condensing Unit HVAC Mechanical Program for replacement 2020 $7,500
Airport - Terminal Building Main Floor Carpet Flooring Building Interior 85% Carpet, Lots of Stains, Rips 2020 $13,250
Airport - Storage Shed Interior Unit Heater HVAC Mechanical Natural Gas; beyond repair 2020 $6,400
Airport - Storage Shed Building Perimeter Exterior Doors Exterior Enclosure Building Exterior Cracked Tempered Glass; damage to roll-up frames 2020 $23,100
$50,250
Larson Ice Arena Blue Rink (South)Dehumidification Unit HVAC Mechanical Suspended from Ceiling, Dehumification but not a Regenative Desiccant, Broken 2020 $160,000
Larson Ice Arena Roof Make-Up Air Unit HVAC Mechanical OFF 2020 $55,350
$215,350
Dakota Nature Center Mechanical/Electrical Room Pump HVAC Mechanical No Pump Redundancy 2020 $8,200
$8,200
Edgebrook Golf Course Roof Roofing Roofing Building Exterior Shingles, Bad Condition, Soffits Deteriorating, Needs Gutters
Repair budget every 10 years 2020 $10,250
$10,250
Parks & Forestry Sheds Exterior LED Lighting Electrical 100% HID Exterior Walls Packs (Qty 2) - One Appears Broken 2020 $1,200
Parks & Forestry Sheds Shed 1 Electrical Panel Distribution Electrical Fuses - Update Electrical Panel 2020 $2,800
$4,000
Public Safety Building Interior Interior Ceiling Walls & Ceilings Building Interior 85% Acoustical Tile, Budget to Replace Sections and Then repair and maintain every 10 years 2020 $15,000
Public Safety Building Interior Interior Ceiling Walls & Ceilings Building Interior 15% Plaster/Other, Budget to Replace Sections and Then repair and maintain every 10 years 2020 $13,000
Public Safety Building Exterior Exterior Windows Exterior Enclosure Building Exterior Budget for Significant Repair and/or Replacement 2020 $45,000
Public Safety Building Roof Roofing Roofing Building Exterior Budget for Significant Repair and/or Replacement 2020 $185,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Conference Rm / Servers Evaporative Unit HVAC Mechanical Mold on unit.2020 $2,500
Public Safety Building Roof Condensing Unit HVAC Mechanical Inoperative 2020 $40,250
Public Safety Building Roof Condensing Unit HVAC Mechanical R500 Refrigerant, Unit Disconnect Appears to Be "Open"2020 $24,800
$475,550
TOTAL:$1,032,450
YEAR BUDGET MAJOR PROJECTS
Library boiler
LIC radiant heat
Possible PD and R&T upgrades
Library and Swiftel air handlers
Library lighting (LED)
Library exterior windows and chiller
LIC exterior lighting (LED)
LIC interior lighting (LED)
Airport terminal concrete
Activity Center roof
LIC red rink dehumidification system
LIC HVAC controls
Swiftel AHU’s and rooftop units
2023 $1,442,050
2024 $1,756,957
2025 $2,318,312
2020 $1,575,600
2021 $1,686,790
2022 $1,610,575
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Library Mech/Elec Room Boiler HVAC Mechanical Single Boiler. Evaluate options and install for redundancy 2020 $175,000
$175,000
Find possible solutions to back up the boiler. Temporary connections added? Backup System?
CALL TESSIERS OR SOMEONE TO TAKE A LOOK AT THIS OPTION AND GET PRICING FOR A CONNECTION
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Activity Center (60's Plus Dining)Main Level Carpet Flooring Building Interior Replacement budget 50% Carpet, Remove Carpet from Restrooms (do for sure)2020 $35,000
Activity Center (60's Plus Dining)Main Level Vinyl Flooring Building Interior Replacement budget 10% Vinyl, Kitchen Area is Very Worn( what is 10% maybe
push 2020 $6,600
Activity Center (60's Plus Dining)Building Perimeter Exterior Windows Exterior Enclosure Building Exterior Metal Frame, Bad Condition. Plan replacement within 2 years (needs replaced)2020 $25,000
Activity Center (60's Plus Dining)Interior FACP & Components Fire Detection/Alarm System Fire & Life Safety Doesn't appear to be ADA Compliant (Pull Stations too high, Horns only)2020 $24,750
$91,350
Carpets in restrooms and bar area need to be replaced
Wait on the vinyl flooring in kitched till a full project can be completed. Entire kitchen are would have to be cleared out to do so. Not a simple project.
Front exterior door should be replaced
Windows can wait
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Airport - Terminal Building Exterior Condensing Unit HVAC Mechanical Program for replacement 2020 $7,500
Airport - Terminal Building Main Floor Carpet Flooring Building Interior 85% Carpet, Lots of Stains, Rips 2020 $13,250
Airport - Storage Shed Interior Unit Heater HVAC Mechanical Natural Gas; beyond repair 2020 $6,400
Airport - Storage Shed Building Perimeter Exterior Doors Exterior Enclosure Building Exterior Cracked Tempered Glass; damage to roll-up frames 2020 $23,100
$50,250
DO NOT do any maintenance to the Terminal Building at this time
Storage Shed - Replace heater and walk-in door. Also look into spray foam insulation of ceiling.
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
RTC Exterior Packaged Unit HVAC Mechanical Serves Lab. Ventilation Concerns for Environment Served. Additional controls
required 2020 $85,000
RTC Exterior Exhaust Fan HVAC Mechanical 2020 $8,150
RTC Main Level Carpet Flooring Building Interior 65% Carpet, Generally Unsatisfactory Condition 2020 $117,000
RTC Main Level Ventilation Systems HVAC Mechanical Evaluation and preliminary design requirements for Lab Sapces 2020 $20,000
RTC Main Level Interior Ceiling Walls & Ceilings Building Interior Water Intrusion, Damaged Ceiling Tiles; Budget to replace 50% every 15 years 2020 $78,000
RTC Building Perimeter Exterior Windows Exterior Enclosure Building Exterior Water Intrusion, Specifically Around Exterior Windows; replacement recommended 2020 $245,000
$553,150
This building needs to be demolished. I would advise to not put any money into this facility at this time.
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Larson Ice Arena Blue Rink (South)Dehumidification Unit HVAC Mechanical Suspended from Ceiling, Dehumification but not a Regenative Desiccant, Broken 2020 $160,000
Larson Ice Arena Roof Make-Up Air Unit HVAC Mechanical OFF 2020 $55,350
$215,350
Verify what unit are they talking about replacing
Dehumidificaiton system - I spoke with Ed from McKinstry about this system. Will be working with him on our best options for replacement.
Radiant heat system in blue rink should be replaced prior to the dehumidification system - CONTACT TESSIERS FOR PRICING TO DO SO
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Dakota Nature Center Mechanical/Electrical Room Pump HVAC Mechanical No Pump Redundancy 2020 $8,200
$8,200
Al Kruse stated that there is an electric furnace that backs up the geothermal unit.
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Edgebrook Golf Course Roof Roofing Roofing Building Exterior Shingles, Bad Condition, Soffits Deteriorating, Needs Gutters
Repair budget every 10 years 2020 $10,250
$10,250
Add gutters to building
Shingles were replaced 10 years ago on club house and cart shed. They are not in need of replacement at this time
Soffits need replacement with metal or vinyl
Gazebo to be demolished.
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Parks & Forestry Sheds Exterior LED Lighting Electrical 100% HID Exterior Walls Packs (Qty 2) - One Appears Broken 2020 $1,200
Parks & Forestry Sheds Shed 1 Electrical Panel Distribution Electrical Fuses - Update Electrical Panel 2020 $2,800
$4,000
Can have the wallpacks replaced in 2020
Fuse panel will remain. The shed is for cold storage and only runs a couple of lights and outlets. No need to upgrade to breakers
Building Location Description
Equipment
Type
Equipment
SubSystem
Equipment
System Notes
Estimated
Replacement
Date
Estimated Budget
Replacement Cost
Public Safety Building Interior Interior Ceiling Walls & Ceilings Building Interior 85% Acoustical Tile, Budget to Replace Sections and Then repair and maintain
every 10 years 2020 $15,000
Public Safety Building Interior Interior Ceiling Walls & Ceilings Building Interior 15% Plaster/Other, Budget to Replace Sections and Then repair and maintain every
10 years 2020 $13,000
Public Safety Building Exterior Exterior Windows Exterior Enclosure Building Exterior Budget for Significant Repair and/or Replacement 2020 $45,000
Public Safety Building Roof Roofing Roofing Building Exterior Budget for Significant Repair and/or Replacement 2020 $185,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Lower Level - Mechanical Air Handling Unit HVAC Mechanical AHU has excceded Useful Life 2020 $50,000
Public Safety Building Conference Rm / Servers Evaporative Unit HVAC Mechanical Mold on unit.2020 $2,500
Public Safety Building Roof Condensing Unit HVAC Mechanical Inoperative 2020 $40,250
Public Safety Building Roof Condensing Unit HVAC Mechanical R500 Refrigerant, Unit Disconnect Appears to Be "Open"2020 $24,800
$475,550
Building is under analysis by McKinstry.
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0090,Version:1
City Council Financial Policy Funds (CCFPF)
Summary:
The estimated General Fund 2019 balance after applying the Comprehensive Financial Management
Policy on reserves requirements results in a surplus. City staff is recommending usage of this
surplus in line with City Policy, Council Strategic Goals and priority infrastructure needs. The Chief
Financial Officer (CFO) presents updates to the CCFPF quarterly and current recommended funding
of projects is attached to this memo.
Background:
In 2019, the City Council changed the General Fund Reserve Policy to ensure adequate funding
existed for emergencies. Additionally, a secondary layer of reserves was created to account for the
negative impact of fluctuating sales tax should a slow in the economy occur. Approximately 20% of
the General Fund Operating Budget is set aside for these two committed reserves. These measures
ensure citizens will not be impacted with lost services and protect existing positions within the city. In
addition, the policy ensures the City of Brookings is following proper best management practices for
reserves.
A Comprehensive Financial Management Policy was created that collects all excess funds from the
General Fund beyond the necessary 20% restricted reserves. Within the policy, funds should be
designated first for projects and/or paying off debt. Quarterly, the CFO presents a total estimated
General Fund Balance for guidance and direction of City Council. Operations or funding of ongoing
expenditures is not advised as this revenue source is seen as a one-time opportunity. Thus, funding
an ongoing expenditure would be unsustainable.
Attachments:
Memo
Presentation
City of Brookings Printed on 2/13/2020Page 1 of 1
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City Council Agenda Memo
From: Erick Rangel, Chief Financial Officer
Council Meeting: February 18, 2020
Subject: City Council Financial Policy Funds
Person(s) Responsible: Erick Rangel, Chief Financial Officer
Summary:
The estimated General Fund 2019 balance after applying the Comprehensive Financial
Management Policy reserves requirements results in a surplus. City staff is
recommending usage of this surplus in line with City policy, Council Strategic goals and
priority infrastructure needs. The CFO presents updates to the CCFPP quarterly and
current recommended funding of projects is attached to this memo.
Background:
In 2019, City Council changed the General Fund reserve policy to ensure adequate
funding existed for emergencies. Additionally, a secondary layer of reserves was
created to account for the negative impact of fluctuating sales tax should a slow in the
economy occur. Approximately 20% of the General Fund operating budget is set aside
for these two committed reserves. These measures ensure citizens will not be
impacted with lost services and protect existing positions within the city. In addition, the
policy ensures the City of Brookings is following proper best management practices for
reserves.
A Comprehensive Financial Management Policy was created that collects all excess
funds from the General Fund beyond the necessary 20% restricted reserves. Within the
policy, funds should be designated first for projects and/or paying off debt. Quarterly,
the CFO presents total estimated General Fund balance for guidance and direction of
City Council. Operations or funding of ongoing expenditures is not advised as this
revenue source is seen as a onetime opportunity. Thus, funding an ongoing
expenditure would be unsustainable.
Item Details:
Based on preliminary 2019 financial results, the City Council Financial Policy fund has
an estimated balance of $7,549,178. This amount has been updated to contain the
General Fund’s 2018 audited surplus. The fund also increased by utilizing $1.2 million
of the economic reserve for strategic projects thus leaving more in Council’s reserves.
The 2019 excess funds are provided, but since they are not audited, an amount is
identified to grant contingency as the financials have not been finalized.
After taking into consideration City Council approved projects, the available balance to
fund other primary projects is estimated at $4,954,176. At the second quarter CFO
update, a final number will be given assuming the audit is complete.
Staff has prioritized a Council recommendation based on projects that were cut
throughout the 2019 budget. The projects either meet Council’s Strategic Plan, assist
with existing infrastructure, or meet a long term need with an adequate return. The
attached City Council Financial Policy Project detail is provided.
Legal Consideration:
None.
Strategic Plan Consideration:
A strategic initiative from the 2018-2023 City of Brookings Strategic Plan will be
discussed during the strategic vision portion of the formal presentation, which states “to
maintain facilities with a sustainable plan, to develop and implement a new parks
masterplan, to develop and implement a Downtown Masterplan, and to finalize plans for
indoor recreation complex.”
Financial Consideration:
City Councils Policy for reserves and City Council Priority Projects is met by thi s
recommendation. Excess funds will be utilized for onetime projects or buying down
debt and not ongoing expenditures.
Supporting Documentation:
1. Presentation
1
City Council Priority Project List as of 02 2020
**$1,204,998 funded with Economic Development Reserves per G&E Policy
General Fund Reserves Secondary Projects
2018 EOY Unassigned Balance 10,412,201$
2020 15% General Fund Reserve Balance 2,481,736$
2020 5% GF Budget Stabilization 827,245$
2019 Estimated Budget Revenue (Shortfall)/Surplus 637,084$
30% Variance for estimated Surplus 191,125$
City Council Priority Funding Available Balance 7,549,178$
Cost
Indoor Rec 1,500,000$
Food Bank 300,000$
Interchange** - CC action taken 795,002$
Priority Funding Available Balance After Approved 4,954,176$
City Council Approved Projects
Primary Projects Cost
2020 Facility Improvements 1,022,600$
2021 Facility Improvements 1,686,790$
2022 Facility Improvements 1,610,575$
Parks Master Plan 125,000$
Downtown Master Plan 35,000$
Streets - Bucket Truck Retro Fit 85,000$
FD Training Tower 300,000$
Public Safety Center TBD
Total Unapproved Primary Projects 4,864,965$
2
City Council Priority Project List as of 02 2020
Secondary Projects
2023 Facility Improvements 1,442,050$
2024 Facility Improvements 1,756,957$
2025 Facility Improvements 2,318,312$
Parks - Bike Trails New 200,000$
Pay Down Debt TBD
Total Unapproved Secondary Projects 5,717,319$
Desired Projects (NOT in priority order)Cost
Indoor Pool 8,500,000$
Swiftel Convention Ballroom Expansion 7,500,000$
Indoor Tennis 2,500,000$
Sanitary Sewer North bypass 2,000,000$
11 St Sewer (Innovation Campus)1,000,000$
Swiftel Dressing/Green/Locker 752,750$
Swiftel Kitchen/Storage/Receiving 709,259$
Parks - Parks Maintenance Addition 600,000$
Swiftel - East Parking Lot Paving 320,000$
PD Training Simulator 300,000$
Streets - 3rd Street Sweeper 265,000$
Streets - Tandem Axle Truck/Sander/etc.225,000$
Parks - Blue Rink Dehumidification (LIA)200,000$
Parks - Pickle ball Court 120,000$
Parks - Floor Replacement (LIA)96,000$
PD K9 Vehicle 65,000$
PD Charger 52,000$
Streets - Side Dump Trailer 50,000$
Swiftel - Outdoor Marquee (22nd Ave)41,500$
Parks - Bridge to East Pond (DNP)30,000$
Total Unapproved Desired Projects 25,326,509$
City of Brookings
Staff Report
Brookings City & County
Government Center, 520
Third Street
Brookings, SD 57006
(605) 692-6281 phone
(605) 692-6907 fax
File #:ID 20-0088,Version:1
Action on 2020 City Manager Compensation Package.
Summary:
The City Council will take action on City Manager Paul Briseno’s compensation package for 2020.
City of Brookings Printed on 2/13/2020Page 1 of 1
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