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HomeMy WebLinkAbout2020_05_12 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!" Council Chambers6:00 PMTuesday, May 12, 2020 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. 6:00 PM REGULAR MEETING 1. Call to Order / Pledge of Allegiance. 2. Record of Council Attendance. 3. Consent Agenda: Action: Motion to Approve, Request Public Comment, Roll Call Matters appearing on the Consent Agenda are expected to be non-controversial and will be acted upon by the Council at one time, without discussion, unless a member of the Council or City Manager requests an opportunity to address any given item. Items removed from the Consent Agenda will be discussed at the beginning of the formal items. Approval by the Council of the Consent Agenda items means that the recommendation of the City Manager is approved along with the terms and conditions described in the agenda supporting documentation. 3.A. Action to approve the agenda. 3.B.ID 20-0209 Action to approve the April 28 and May 4, 2020 City Council minutes. 2020_04_28 Minutes 2020_05_04 Minutes Attachments: 4. Items removed from Consent Agenda. Action: Motion to Approve, Request Public Comment, Roll Call Page 1 City of Brookings May 12, 2020City Council Meeting Agenda 5. Open Forum/Presentations/Reports: 5.A. Open Forum. 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. 5.B.ID 20-0211 Presentation of a Proclamation recognizing May 17-23, 2020 as National Public Works Week. ProclamationAttachments: 6. Contracts/Change Orders: 6.A.RES 20-047 Action to approve Resolution 20-047, a Resolution Authorizing Change Order No. 1 for the 2019-03STI, 20th Street South Improvement Project; Bowes Construction Co., Inc. Memo Resolution Map Attachments: Action: Motion to Approve, Request Public Comment, Roll Call 7. Ordinance First Readings: The title of the Ordinance is read. No vote is required on the first reading of an Ordinance. Public Comment and Council discussion is permitted. The date for the second reading is announced. 8. Public Hearings and Second Readings: 8.A.ORD 20-007 Second Reading and Action on Ordinance 20-007, an Ordinance Amending Emergency Ordinance 20-005 (Revised) to Address a Public Health Crisis and to Revise Certain Measures Which Have Been Deemed Necessary to Slow the Community Spread of Coronavirus (COVID-19). Memo Ordinance Frequently Asked Questions Quick Guide Attachments: Action: Open & Close Public Hearing, Motion to Approve, Roll Call Legislative History 5/4/20 City Council read into the record 9. Other Business: 9.A.ID 20-0214 Outside Agency Funding Process. Page 2 City of Brookings May 12, 2020City Council Meeting Agenda Memo Benefits of Partnering with United Way United Way Funding Process Guidelines Rubric Attachments: 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 3 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 20-0209,Version:1 Action to approve the April 28 and May 4, 2020 City Council minutes. Attachments: 4/28/2020 Minutes 5/04/2020 Minutes City of Brookings Printed on 5/7/2020Page 1 of 1 powered by Legistar™ Brookings City Council April 28, 2020 (unapproved) The Brookings City Council held a meeting on Tuesday, April 28, 2020 at 6:00 PM, at City Hall with the following City Council members present: Mayor Keith Corbett and Council Members Holly Tilton Byrne, Nick Wendell, Leah Brink, Patty Bacon, Dan Hansen, and Ope Niemeyer. City Attorney Steve Britzman, City Manager Paul Briseno, and City Clerk Bonnie Foster were also present. 6:00 PM REGULAR MEETING Consent Agenda: A motion was made by Council Member Brink, seconded by Council Member Niemeyer, to approve the Consent Agenda. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. 3.A. Action to approve the agenda. 3.B. Action to approve the April 8 and April 14, 2020 City Council Minutes. 3.C. Action on a Preliminary Plat of Lots 1-3, Block 18, Prairie Hills Addition. 3.D. Action on Resolution 20-039, a Resolution designating Vote Center locations, and the appointment of Election Superintendents and Judges for the June 23, 2020 Combined Municipal / School Board Election. (postponed April 14, 2020 Election) Resolution 20-039 - Resolution designating Vote Center Locations, and the Appointment of Election Superintendents and Judges for the June 23, 2020 Combined Municipal / School Board Election (postponed April 14, 2020 Election) Whereas, a City of Brookings Municipal Election will be held on June 23, 2020 for the positions of two 3-year term City Council members; and Whereas, as required by SDCL 9-13-16.1, the City Council must appoint Election Superintendents and Deputies and set their rate of compensation; and Whereas, as required by SDCL 12-14-1, the City Council must designate the Vote Center locations; and Whereas, the following superintendents and deputies are hereby appointed at a rate of $14.50 per hour for Superintendents, $14.00 per hour for Judges, and a flat fee of $25.00 for the June 22, 2020 Election School: RESOLUTION BOARD: David Peterson, Larry Hult, and alternate Ken Ahartz; VOTE CENTER 1 – Brookings Activity Center, 320 5th Ave.: Norma Linn, Superintendent, Diane Spencer, Mardell Colbeck, Dolores Canaday, and Nancy Thompson; VOTE CENTER 2 – Bethel Baptist Church, 714 17th Ave. So.: Ron Thaden, Superintendent, Kathy Waddell, Marilyn Foerster, Deb Waltman, and Linda Thaden; VOTE CENTER 3 – Holy Life Tabernacle Church, 241 Mustang Pass: Bobbe Bartley, Superintendent, Ellen Herrboldt, and Janet Seeley; VOTE CENTER 4 – Aurora Little Hall, 101 Nicolett St.: Cathy Enlow, Superintendent, Julie Erickson, and Gloria Pike; ABSENTEE/EARLY VOTE CENTER – City & County Government Center, 520 3rd St. – Peggy Whalen, Gloria Miller, Sarah Keizer, and Katie Bortnem; ABSENTEE VOTE CENTER PROCESSING – Larry Hult, Superintendent, Ken Ahartz, and Sue Sackman; ALTERNATES – Linda Schamp, Paulette Heesch, Peggy Whalen, Barbara Crosser, Gloria Miller, Sarah Keizer, Katie Bortnem, Thomas Chandler, Bret Henning, and Angie Ritter; ELECTION NIGHT WORKER – Greg Witchey. 3.E. Action on Resolution 20-040, a Resolution authorizing the City Manager to sign an On-Sale Liquor Operating Agreement renewal for Wonder, Inc., DBA The Wild Hare, Todd Voss, Bobb Winter, and Ann Park, owners, 303 3rd Street, Brookings, South Dakota, legal description: West 75 ‘of Lots 20 and 21, Block 3, Original Plat Addition. Resolution 20-040 - On-Sale Liquor Operating Agreement Renewal – Wonder, Inc., dba The Wild Hare Be It Resolved by the City of Brookings, South Dakota, that the City Council hereby approves a Lease Agreement renewal for the On-Sale Operating Alcohol Management Agreement for Liquor between the City of Brookings and Wonder, Inc., DBA The Wild Hare, Todd Voss, Bobb Winter, and Ann Park, owners, for the purpose of a liquor manager to operate the on-sale establishment or business for and on behalf of the City of Brookings at 303 3rd Street. Be It Further Resolved that the City Manager be authorized to execute the Agreement renewal on behalf of the City, which shall be for a period of f ive (5) years. 3.F. Action on appointments to City Boards, Committees, and Commissions: Airport Board: appoint Brady Klocker (term expires 5/1/2025); Park & Recreation Board: reappoint Isaac Schulte as the high school student representative (term expires 5/1/2021), reappoint Carson Code as the college student representative (term expires 5/1/2021), reappoint Steve Berseth (term expires 5/1/2023), and appoint Andrea Hogie (term expires 5/1/2023). Open Forum. The following individuals expressed concerns regarding COVID-19 closures and questioned when the City will be discussing the City opening businesses closed by previous Ordinance: Shelly Anderson and Sierra Murphy. Outside Agency Funding Process. City Manager Paul Briseno provided an update on 2021 City Funding and a partnership with United Way to ensure funding is dedicated to the greatest need in Brookings. Brookings Arts Council Director position. The update of the Brookings Arts Council Director position has been tabled to a May City Council meeting to allow time for a thorough plan to be developed. Resolution 20-042. A motion was made by Council Member Brink, seconded by Council Member Niemeyer, that Resolution 20-042, a Resolution Authorizing Change Order No. 2 for the 2019-01SWR, Concrete Maintenance Project; Clark Drew Construction, be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne . Resolution 20-042 - Resolution Authorizing Change Order No. 2 for 2019-01SWR, Concrete Maintenance Project; Clark Drew Construction, Inc. Be It Resolved by the City Council that the following change order be allowed for 2019-01SWR, Concrete Maintenance Project: Construction Change Order Number 2: Adjust plan quantities for additional sidewalk work and removal of one water service for a total increase of $34,821.00 to the contract and extend the substantial completion date to October 1, 2020 and the final completion date to October 9, 2020 to complete the amended project. Resolution 20-044. A motion was made by Council Member Brink, seconded by Council Member Bacon, that Resolution 20-044, a Resolution Awarding Bids on Project 2020-08STI Street Maintenance and Overlay Project, be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. Resolution 20-044 - Resolution Awarding Bids on Project 2020-08STI Street Maintenance and Overlay Project Whereas, the City of Brookings opened bids for Project 2020-08STI, Street Maintenance and Overlay Project on Thursday, April 21, 2020 at 1:30 pm at the Brookings City & County Government Center via teleconference; and Whereas, the City of Brookings has received the following bids for the 2020-08STI Street Maintenance and Overlay Project: Schedule A: Bowes Construction - $603,138.25, Asphalt Surfacing Company - $699,452.20, Rounds Construction - $718,762.46; Schedule B: Bowes Construction - $179,432.78, Asphalt Surfacing Company - $182,063.48, Rounds Construction - $185,426.00; Total Bid: Bowes Construction - $782,571.03, Asphalt Surfacing Company - $881,515.68 and Rounds Construction - $904,188.46. Now, Therefore, Be It Resolved that the total low bid $782,571.03 for Bowes Construction Co., Inc. be accepted. Resolution 20-037. A public hearing was held on Resolution 20 -037, a Resolution of Intent to Lease Real Property to Daniel P. Bauer in the Wiese and Freeland Additions. A motion was made by Council Member Niemeyer, seconded by Council Member Tilton Byrne that Resolution 20-037 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. Resolution 20-037 - Resolution of Intent to Lease Real Property to Daniel P. Bauer in the Wiese and Freeland Additions. Be It Resolved by the governing body of the City of Brookings, South Dakota, that the City of Brookings intends to enter into a lease with Daniel P. Bauer, commencing on April 28, 2020 and ending December 31, 2020, and pertaining to th e following described property: The designated farmland of thirty (30) acres more or less in the Brookings Wiese Addition, in Section 19, T110N, R49W, and the designated farmland of ten (10) acres more or less in the Brookings Freeland Addition, in Section 18, T110N, R49W in the City of Brookings, Brookings County, South Dakota. The Lease will be an amount of One Hundred Twenty Dollars and Zero Cents ($120.00) per acre for farmland annually, payable first half on June 1 and the remaining half on November 1. The City of Brookings may terminate this Lease at any time in the event a parcel of the above described property is to be sold by the City of Brookings. If a portion of the leased land is sold, the number of acres to be paid for will be adjusted at the u nit price per acre. Be It Further Noted, that a Public Hearing on this Resolution was held on April 28, 2020 at 6:00 o’clock P.M. at the City Council Chambers and that all persons were given an opportunity to be heard on the intent to lease real property. Resolution 20-041. A public hearing was held on Resolution 20 -041, a Resolution authorizing the City Manager to enter into an On-Sale Operating Agreement for a Liquor License for MG Oil Company, dba The Lanes, Marlyn Erickson and Troy Erickson, owners, 722 Western Ave., Brookings, SD, legal description: Lots 1 and 2, Block 1, Snyder’s Addition, with video lottery terminals. A motion was made by Council Member Brink, seconded by Council Member Niemeyer, that Resolution 20-041 be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. Resolution 20-041 - On-Sale Liquor Operating Agreement – MG Oil Company, dba The Lanes Now, Therefore, Be It Resolved by the City of Brookings, South Dakota, that the City Council hereby approves a Lease Agreement for the On -Sale Liquor Operating Management Agreement between the City of Brookings and MG Oil Company, dba The Lanes, Marlyn Erickson and Troy Erickson, owners, for the purpose of a liquor ma nager to operate the on-sale establishment or business for and on behalf of the City of Brookings at 722 Western Ave.: legal description: Lots 1 and 2, Block 1, Snyder’s Addition. Now, Therefore, Be It Further Resolved that the City Manager be authorized to execute the Agreement on behalf of the City, which shall be for a period of five (5) years and renewal for another five (5) years. Executive Session. A motion was made by Council Member Brink, seconded by Council Member Niemeyer, to enter into Executive Session at 6:16 p.m. pursuant to SDCL 1-25-2, for consulting with legal counsel or reviewing communications from legal counsel about proposed or pending litigation or contractual matters, and 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, with the City Manager, City Clerk, City Attorney, Steve Meyer, (TITLE), and Tim Harvey also present. The motion carried by a unanimous vote. A motion was made by Council Member Wendell, seconded by Council Member Brink, to exit Executive Session at 6:46 p.m. The motion carried by a unanimous vote. Adjourn. A motion was made by Council Member Brink, seconded by Council Member Niemeyer, that this meeting be adjourned at 6:47 p.m. The motion carried by a unanimous vote. CITY OF BROOKINGS __________________________ ATTEST: Keith W. Corbett, Mayor __________________________ Bonnie Foster, City Clerk Brookings City Council May 4, 2020 (unapproved) The Brookings City Council held a special meeting on Tuesday, May 4, 2020 at 6:00 PM, at City Hall with the following City Council members present: Mayor Keith Corbett and Council Members Holly Tilton Byrne, Nick Wendell, Patty Bacon, Dan Hansen, Leah Brink, and Ope Niemeyer. City Attorney Steve Britzman, City Manager Paul Briseno, and City Clerk Bonnie Foster were also present. 6:00 PM SPECIAL MEETING Agenda: A motion was made by Council Member Wendell, seconded by Council Member Bacon, to approve the Agenda. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. Resolution 20-038. A motion was made by Council Member Niemeyer, seconded by Council Member Brink, that Action on Resolution 20-038, an Emergency Resolution Modifying Certain Measures Set Forth in Ordinance 20-005 (Revised) and Deemed Necessary to Slow the Community Spread of Coronavirus (Covid-19), be approved. The motion carried by the following vote: Yes: 7 - Corbett, Niemeyer, Hansen, Brink, Bacon, Wendell, and Tilton Byrne. Resolution 20-038 - An Emergency Resolution Modifying Certain Measures Set Forth in Ordinance 20-005 (Revised) and Deemed Necessary to Slow the Community Spread of Coronavirus (Covid-19). Whereas, the City of Brookings adopted emergency Ordinance 20-005 (Revised) pursuant to SDCL 9-29-1 and 9-32-1 which implemented social distancing guidelines recommended by the Centers for Disease Control (CDC) to stop the outbreak of the disease COVID-19; and Whereas, the City is authorized to enact further or modified restrictions on public gatherings and public movements that it deems necessary to address the current public health emergency; and Whereas, the number of COVID-19 cases in Brookings has remained relatively stable; and Whereas, the number of hospitalizations being experienced in Brookings supports the fact that the number of positive cases in Brookings is consistent with the numbers reported by the State; and Whereas, the purpose of social distancing requirements is to slow the spread of the disease so that the State and City’s health care system is not overwhelmed; and Whereas, the City has been in communication with Brookings Health System and they have methods to allow them to make reasonable predictions on the impact of certain social distancing regulations on the number of cases in the City and the overall impact on the City’s health care system; and Whereas, based on the number of cases in Brookings County, the relative lack of hospitalizations in the City, and the available modeling, the City Council believes some of the social distancing restrictions set forth in Ordinance 20-005 (Revised) can now be modified to allow businesses to resume on-site service of customers without causing the number of COVID-19 cases in the City to rise to the level that will overwhelm the hospital’s capacity if proper procedures are put in place; and Whereas, this Resolution is consistent with the Governor’s Executive O rder 2020-20, and Section 3 thereof, in particular, which provide for South Dakota’s “Back to Normal Plan”; and Whereas, these revised measures and restrictions are adopted as Emergency Ordinance 20-005 is also being revised and are intended to replace the measures and restrictions set forth in Emergency Ordinance 20-005; Now, Therefore, Be It Resolved by the City of Brookings, that the following regulations, effective upon adoption and publication of this Resolution, shall be implemented to control the spread of COVID-19 within the City of Brookings: 1. Any businesses identified in Ordinance 20-005 may reopen to serve patrons on- site pursuant to the conditions established in this resolution. 2. Businesses within the City of Brookings which are open to the public shall observe the following guidelines to slow the spread of COVID-19: a) Establish a minimum six-foot distance between any tables, chairs, and barstools. This provision does not need to be observed between members of the same household. b) All businesses shall collaborate with the City to identify their occupancy allowance and post it in a conspicuous location outside the building. c) Restaurants, bars, and casinos shall be limited to a maximum of ten (10) customers or a capacity of one-half (½) of their maximum posted capacity, whichever is greater. Capacity will be posted at the front of the business. d) All restaurants, food trucks and bars shall disinfect or dispose of all menus before and after use by each customer. Condiment containers shall be cleaned/disinfected between each group and shall not be shared among multiple groups. Salad bars and self-service buffets shall not be permitted. e) Grocery stores, retail businesses, recreation and fitness businesses shall be limited to a maximum of ten (10) customers or a capacity of one-half (½) of their maximum posted capacity, whichever is greater. Capacity will be posted at the front of the business. f) Require social distance spacing while waiting for service or entry into a business. Spacing may be accomplished by requiring people to remain in their vehicles. g) Clearly marked one-way shopping aisles in grocery and retail stores. h) In retail and grocery businesses, install a plexiglass, or similar divider where physically possible between the cashier and customer. i) Require employees to wash hands at regular intervals. j) Food service employees must wear a mask which covers the employee’s nose and mouth. k) In casinos, video lottery machines must be cleaned and disinfected between each customer. l) Employees of hair salons, nail and tanning salons, spas and barber shops wear masks which cover their nose and mouth during customer contact times. Customer seating must be at least six (6) feet apart. m) In gyms and fitness facilities, any equipment and/or exercise mats must be cleaned or disinfected between each use. n) Customer seating in theaters and similar businesses shall be reduced to allow for social distancing with certain seats marked as “not available due to social distancing guidelines” to ensure compliance. o) Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. p) Hand sanitizer locations readily available for public use should be made available at grocery stores and retail businesses. q) Enhanced cleaning/disinfecting requirements should be used for motel and hotel rooms. r) Seating for large gatherings shall be reduced to comply with a six-foot minimum distance between attendees. s) Businesses are encouraged to conduct daily employee screenings for illness. t) Businesses are encouraged to post signage outside of their facility that encourages customers to not enter if they are not feeling well or have COVID- 19 symptoms. u) Businesses are encouraged to develop risk mitigation strategies for restrooms or other areas where social distancing requirements are likely to be compromised. v) Certain businesses (e.g. gym, recreation facilities, casinos, etc.) are encouraged to have customers wipe down their equipment/machines before and after use. However, it will still be the responsibility of the business to ensure proper cleaning and disinfecting is occurring. w) Businesses, particularly salons, barber shops, and spas are encouraged to provide service on an appointment-only basis to ensure proper social distancing and hygiene practices are met. 3. In addition to the specific requirements listed above, businesses shall operate in a manner consistent with CDC guidelines and any applicable state regulations and the Governor’s Executive Orders. 4. The City encourages all members of the public within the City of Brookings to continue to follow the CDC guidelines and recommended hygiene practices, including, but not limited to engaging in social distancing, and wearing masks when outside their homes wherever possible. 5. Businesses can request, in writing, administrative exceptions from the City that allow them to modify the strict compliance with these requirements so long as their proposal contains alternative means to implement social distancing or hygiene requirements. The City will not approve exceptions which completely exempt a business from implementing social distancing, or from following the CDC guidelines. 6. Any business entity, owner, or supervising manager of any business that is not in compliance with these regulations, or an approved alternative plan pursuant to Section #5 above, shall be in violation of Ordinance 20 -005, as amended. 7. This Resolution shall remain in effect until May 31, 2020, unless otherwise repealed, modified, or extended. 8. Enforcement – Violation of this Resolution may result in a fine, and multiple violations may result in further enforcement procedures, including legal action to close the business for the safety of the public. Be It Further Resolved by the City of Brookings that due to the fact a national and statewide emergency have been declared and one of the primary recommendations to combat this emergency is to practice social distancing and limit person -to-person contact, this resolution is considered necessary for the immediate preservation of the public peace, health and safety of the City. Furthermore, the City hereby declares that these Restrictions shall replace the measures and restrictions set forth in Ord. 20-005 as of May 5, 2020, the date of publication of this Resolution. Accordingly, the measures and restrictions set forth in Emergency Ordinance 20-005 will not be enforced after the effective date of this Resolution. FIRST READING – Ordinance 20-007. A First Reading and Introduction of Ordinance 20-007, an Ordinance Amending Emergency Ordinance 20 -005 (Revised) to Address a Public Health Crisis and to Revise Certain Measures Which Have Been Deemed Necessary to Slow the Community Spread of Coronavirus (COVID-19). Second Reading: April 12, 2020. Adjourn. A motion was made by Council Member Brink, seconded by Council Member Niemeyer, that this meeting be adjourned at 7:21 p.m. The motion carried by a unanimous vote. CITY OF BROOKINGS __________________________ ATTEST: Keith W. Corbett, Mayor __________________________ Bonnie Foster, City Clerk 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 20-0211,Version:1 Presentation of a Proclamation recognizing May 17-23, 2020 as National Public Works Week. Attachments: Proclamation City of Brookings Printed on 5/7/2020Page 1 of 1 powered by Legistar™ MAYORAL PROCLAMATION CITY OF BROOKINGS, SOUTH DAKOTA WHEREAS, public works professionals focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, high quality of life and well-being of the people of Brookings; and, WHEREAS, these infrastructure, facilities and services could not be provided without the dedicated efforts of public works professionals who are responsible for rebuilding, improving and protecting our City’s streets, trails, airport, stormwater, solid waste, forestry, public land and buildings, and other structures and facilities essential for our citizens; and, WHEREAS, it is in the public interest for citizens, civic leaders and children to gain knowledge of and to maintain a progressive interest and understanding of the importance of public works and public works programs in the community; and, WHEREAS, the year 2020 marks the 60th annual National Public Works Week; and, WHEREAS, the City’s Community Development; Engineering; Parks, Recreation, and Forestry; Solid Waste, and Street Departments collectively and collaboratively provide public works services and programs; and, WHEREAS, the aforementioned City Departments identified and implemented innovative solutions to continue providing citizens with essential programs and services during the COVID-19 pandemic; NOW, THEREFORE, BE IT RESOLVED, that I, Keith W. Corbett, Mayor of the City of Brookings, do hereby proclaim May 17 through May 23, 2020 as: NATIONAL PUBLIC WORKS WEEK IN WITNESS WHEREOF, I have placed the Seal of the City of Brookings, State of South Dakota, this 12th day of May, 2020. Keith W. Corbett, Mayor 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 #:RES 20-047,Version:1 Action to approve Resolution 20-047, a Resolution Authorizing Change Order No. 1 for the 2019- 03STI, 20th Street South Improvement Project; Bowes Construction Co., Inc. Summary: This project is the reconstruction of 20th Street South from Main Avenue to Rio Grande Avenue. The project involves storm sewer, water main, sanitary sewer, grading, curb & gutter, asphalt paving and a new 8’-wide concrete shared use path along the south side of the street. It was found that the water table is very high in the area along 20th Street South between Rio Grande Avenue and Western Avenue. The geotechnical engineer recommended to install drain tile along 2,000 feet of 20th Street South to stabilize the subgrade and gravel. The City will use surplus pea rock from the 2019 Chip Seal Project to backfill the drain tile. In addition, staff identified a low area that will require additional storm sewer pipe and a storm drain. This resolution will increase the contract by $45,130.00 which will be paid out of the drainage fund and will extend the substantial completion date by two (2) working days for completion of the additional work. Recommendation: Staff recommends approval of the resolution. Attachments: Memo Resolution Map City of Brookings Printed on 5/7/2020Page 1 of 1 powered by Legistar™ City Council Agenda Memo From: Jackie Lanning, City Engineer Council Meeting: May 12, 2020 Subject: Resolution 20-047, Change Order No. 1 for the 20th Street S. Improvement Project; Bowes Construction Co. Inc. Person(s) Responsible: Jackie Lanning, City Engineer Summary: This resolution will approve Change Order No. 1 for the 20th Street South Project to increase the contract by $45,130.00 for drain tile and storm sewer work and will extend the substantial completion date by two (2) working days for completion of the additional work. Background: This project is the reconstruction of 20th Street South from Main Avenue to Rio Grande Avenue. The project involves storm sewer, water main, sanitary sewer, grading, curb & gutter, asphalt paving and a new 8’-wide concrete shared use path along the south side of the street. The project also includes new storm sewer along Rhonda Road. The project is phased over a two-year period and is scheduled to be completed by October, 2020. Item Details: It was found that the water table is very high in the area along 20th Street South between Rio Grande Avenue and Western Avenue. The water table was measured during project borings in 2011 and it was approximately 11’ deep at that time and it is currently approximately 4’ deep. The geotechnical staff recommended installing drain tile under the curb and gutter along both sides of 20th Street South between Western Avenue and Rio Grande Avenue to dewater and stabilize the subgrade. The contractor will use the City’s surplus pea rock from the 2019 Chip Seal Project to backfill the drain tile. Staff also identified one location near Half Moon Road that will require a storm drain inlet to improve drainage. The total cost of the drain tile and storm inlet will be an increase of $45,130.00 to the contract which will be paid for by the drainage fund. The change order will also extend the substantial completion date by 2 working days. The change order summary is as follows: Original Contract Price: $3,241,110.70 Increase from Previously Approved Change Order: $0.00 Contract Price Prior to this Change Order: $3,241,110.70 Increase of this Change Order (No. 1): $45,130.00 Contract Price Incorporating This Change Order: $3,286,240.70 Legal Consideration: SDCL 5-18B-19 allows for a change order up to $250,000 for this size of contract. The change order proposed is within the change order limit allowed by statute. Strategic Plan Consideration: This change order will aid in the longevity of the street segment, thereby protecting the City’s investment. Financial Consideration: The contract will increase by $45,130.00 which will be funded by the drainage fund. Options and Recommendation: The City Council has the following options: 1. Approve as presented 2. Deny Staff recommends approval of the resolution as presented. Supporting Documentation: 1. Resolution 2. Map Resolution 20-047 Resolution Authorizing Change Order No. 1 for 2019-03STI, 20th Street South Improvement Project; Bowes Construction Co., Inc. Be It Resolved by the City Council that the following change order be allowed for 2019- 03STI, 20th Street South Improvement Project: Construction Change Order Number 1: Adjust plan quantities for additional drain tile work and a storm drain inlet for an increase of $45,130.00 to the contract and extend the substantial completion date by two working days. Passed and approved this 12th day of May, 2020. CITY OF BROOKINGS ________________________________ Keith W. Corbett, Mayor ATTEST: _________________________ Bonnie Foster, City Clerk BLUE BELL CIRBLUE BELL CIRBLUE BELL CIRBLUE BELL CIRBLUE BELL CIRBLUE BELL DRBLUE BELL DRBLUE BELL DRBLUE BELL DRBLUE BELL DRRKSPUR RIDGE DR ARKSPUR RIDGE DR ARKSPUR RIDGE DR ARKSPUR RIDGE DR ARKSPUR RIDGE DRPRIMROSEPRIMROSEPRIMROSEPRIMROSEPRIMROSE SONOMA VALLEY STSONOMA VALLEY STSONOMA VALLEY STSONOMA VALLEY STSONOMA VALLEY STTATANKA PASSTATANKA PASSTATANKA PASSTATANKA PASSTATANKA PASSPINPINPINPINPIN SANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLTERESA AVETERESA AVETERESA AVETERESA AVETERESA AVEDAVID CVDAVID CVDAVID CVDAVID CVDAVID CVW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST S20TH ST SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SE SE SE SE SE SW TRAIL RIDGE RDW TRAIL RIDGE RDW TRAIL RIDGE RDW TRAIL RIDGE RDW TRAIL RIDGE RDTETON LNTETON LNTETON LNTETON LNTETON LNW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SW 20TH ST SRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDRHONDA RDTERESA AVETERESA AVETERESA AVETERESA AVETERESA AVE20T20T20T20T20TMAIN AVMAIN AVMAIN AVMAIN AVMAIN AVMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SMAIN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SSANTEE PASSSANTEE PASSSANTEE PASSSANTEE PASSSANTEE PASSHUNTHUNTHUNTHUNTHUNTE SS S S STETON PASSTETON PASSTETON PASSTETON PASSTETON PASSSANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLBUFFALO TRLBUFFALO TRLBUFFALO TRLBUFFALO TRLBUFFALO TRLHALF MOON RDHALF MOON RDHALF MOON RDHALF MOON RDHALF MOON RDCOUNCIL RIDGE RDCOUNCIL RIDGE RDCOUNCIL RIDGE RDCOUNCIL RIDGE RDCOUNCIL RIDGE RDGREY OWL PASSGREY OWL PASSGREY OWL PASSGREY OWL PASSGREY OWL PASSDAVID CVDAVID CVDAVID CVDAVID CVDAVID CVRHONDARHONDARHONDARHONDARHONDASANTEE PASSSANTEE PASSSANTEE PASSSANTEE PASSSANTEE PASSSANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLSANTEE TRLCALUMET RDCALUMET RDCALUMET RDCALUMET RDCALUMET RDSIOUX TRLSIOUX TRLSIOUX TRLSIOUX TRLSIOUX TRLHALF MOON RDHALF MOON RDHALF MOON RDHALF MOON RDHALF MOON RDSIOUSSSLLLLLWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE SWESTERN AVE ST RDRDT RDT RDT RDOVERLOOK RIDGE RDOVERLOOK RIDGE RDOVERLOOK RIDGE RDOVERLOOK RIDGE RDOVERLOOK RIDGE RDNAPA VALLEY STNAPA VALLEY STNAPA VALLEY STNAPA VALLEY STNAPA VALLEY ST 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 #:ORD 20-007,Version:2 Second Reading and Action on Ordinance 20-007, an Ordinance Amending Emergency Ordinance 20-005 (Revised) to Address a Public Health Crisis and to Revise Certain Measures Which Have Been Deemed Necessary to Slow the Community Spread of Coronavirus (COVID-19). Summary: The Brookings community and local businesses have successfully kept COVID-19 spread to a minimum. This has allowed the medical profession to adequately prepare. A recommendation for reduced regulation is presented to Council that allows the incremental opening of businesses while protecting employees and the public. If approved, the City would have three (3) types of regulation available for action based on any spikes that need immediate action. Background: Emergency Ordinance 20-005 was set to expire May 6th and was amended through the adoption of Resolution 20-038 at the May 4 Special City Council meeting. Ordinance 20-005 was originally passed March 23rd and amended April 14th. The ordinance was implemented to reduce potential spread in Brookings. The first case of COVID-19 was realized March 23rd and as of May 1st, Brookings County had thirteen (13) cases. On April 14th, the City Council passed the first reading of a Stay-at-Home ordinance should a spike in positive COVID-19 cases or other circumstances warrant implementation to counter an outbreak. On April 28th, the Governor issued a “Back to Normal” order that recognizes a community’s ability to implement regulations. The Brookings community partners and residents have worked diligently to flatten the curve which has given health care professionals time to prepare for a future peak and surge. It’s essential all continue to be vigilant with prevention measures regardless of the regulation implemented. This includes social distancing and wearing of masks. Recommendation: Staff recommends approval. Attachments: Memo Ordinance Frequently Asked Questions Quick Guide City of Brookings Printed on 5/7/2020Page 1 of 1 powered by Legistar™ City Council Agenda Memo From: Paul M. Briseno, City Manager Council Meeting: May 4 and May 12, 2020 Subject: Action on COVID 19 Legislation Person(s) Responsible: Paul M. Briseno, City Manager Summary: The Brookings community and local businesses have successfully kept COVID-19 spread to a minimum. This has allowed the medical profession to adequately prepare. A recommendation for reduced regulation is presented to Council that allows the incremental opening of businesses while protecting employees and the public. If approved, the City would have three (3) types of regulation available for action based on any spikes that need immediate action. Background: Emergency Ordinance 20-005 was set to expire May 6th and was amended through the adoption of Resolution 20-038 at the May 4 Special City Council meeting. Ordinance 20-005 was originally passed March 23rd and amended April 14th. The ordinance was implemented to reduce potential spread in Brookings. The first case of COVID-19 was realized March 23rd and as of May 1st, Brookings County had thirteen (13) cases. On April 14th, the City Council passed the first reading of a Stay-at-Home ordinance should a spike in positive COVID-19 cases or other circumstances warrant implementation to counter an outbreak. On April 28th, the Governor issued a “Back to Normal” order that recognizes a community’s ability to implement regulations. The Brookings community partners and residents have worked diligently to flatten the curve which has given health care professionals time to prepare for a future peak and surge. It’s essential all continue to be vigilant with prevention measures regardless of the regulation implemented. This includes social distancing and wearing of masks. Item Details: Staff engaged the Chamber of Commerce, health care professionals and peer cities to craft an incremental easing of the existing ordinance. The second reading of Ordinance 20-007 is desired to solidify the law. The proposed language impacts various businesses and a series of frequently asked questions is attached. Staff has prepared an occupancy calculator which is available on the City’s website to assist businesses with determining their capacity. Restaurants/Bars o Maximum of ten customers or 50% occupancy, whichever is greater  Occupancy capacity posted at front entry o Groups of ten (10) or less and six (6) feet apart o Cleaning of high touch areas/materials between users o Screening employees recommended o Employees required to wear masks o Cleaning of used spaces before and after each customer o No self-serve buffets or salad bars o No sharing of condiments unless wiped between use  Grocery, Casino, Gyms, and Recreational Facilities o Cleaning of equipment after use by customer and/or employee o Maximum of ten customers or 50% occupancy, whichever is greater  Occupancy capacity posted at front entry o Employees will wear masks o Protective measures/operations will be provided  Salons/Barber Shops o Customers six (6) feet spacing & recommend service by appointment-only o Employees will wear masks o Clean equipment before and after each customer o Adequate social distancing for waiting customers  Administrative exemptions that allow modifications to allow flexibility that m eets the CDC requirements. Staff will continue to identify implementation for each phase of regulation desired based on positive COVID-19 cases, testing, spikes and hospitalization. This would include decreased or increased regulations based on the community impact of COVID -19. Legal Consideration: None. Financial Consideration: None. Options and Recommendation: The City Council has the following options: 1. Approve as presented 2. Deny 3. Do nothing Staff recommends approval. Supporting Documentation: 1. Ordinance 2. Frequently Asked Questions 3. Quick Guide Ordinance 20-007 An Ordinance Amending Emergency Ordinance 20-005 (Revised) to Address a Public Health Crisis and to Revise Certain Measures Which Have Been Deemed Necessary to Slow the Community Spread of Coronavirus (COVID-19). WHEREAS, the City of Brookings has the authority pursuant to SDCL 9-29-1 and SDCL 9-32-1 to pass ordinances for the purpose of promoting the health, safety and general welfare, of the community, and to do what may be necessary for the promotion of health or the suppression of diseases; and WHEREAS, an outbreak of the disease COVID-19, which is caused by the novel coronavirus, has been confirmed in more than 100 countries, including the United States; and WHEREAS, the City of Brookings and many states and communities across the country have already implemented the White House recommendations by ordering all bars, restaurants, food courts, gyms, and other indoor and outdoor venues where people congregate be closed until the public health emergency is over; and WHEREAS, the failure to successfully implement social distancing would likely result in higher numbers of infected individuals and has the potential to overwhelm the capacity of the City's health care providers; and WHEREAS, it is important that control measures continue to be taken to reduce or slow down the spread of COVID-19 in order to protect the health and safety of the City's residents, especially for seniors and those with underlying health conditions that make them particularly vulnerable to COVID-19; and WHEREAS, the City of Brookings has been utilizing Ordinance 20-005 to address the COVID-19 public emergency, and WHEREAS, based on the number of cases in Brookings County, the relative lack of hospitalizations in the City, and the available modeling, the City Council believes some of the social distancing restrictions can now be modified to allow businesses to resume on-site service of customers without causing the number of COVID-19 cases in the City to rise to the level that will overwhelm the hospital’s capacity if proper procedures are put in place, and WHEREAS, this Ordinance is consistent with the Governor’s Executive Order 2020-20, and Section 3 thereof, in particular, which provide for South Dako ta’s “Back to Normal Plan”, and WHEREAS, these revised measures and restrictions are intended to replace the measures and restrictions set forth in Emergency Ordinance 20 -005; NOW, THEREFORE, BE IT ORDAINED, by the City Council of Brookings that: 1. Any businesses identified in Ordinance 20-005 may reopen to serve patrons on-site pursuant to the conditions established in this resolution. 2. Businesses within the City of Brookings which are open to the public shall observe the following guidelines to slow the spread of COVID -19: a) Establish a minimum six-foot distance between any tables, chairs, and barstools. This provision does not need to be observed between members of the same household. b) All businesses shall collaborate with the City to identify their occupancy allowance and post it in a conspicuous location outside the building. c) Restaurants, bars, and casinos shall be limited to a maximum of ten (10) customers or a capacity of one-half (½) of their maximum posted capacity, whichever is greater. Capacity will be posted at the front of the business. d) All restaurants, food trucks and bars shall disinfect or dispose of all menus before and after use by each customer. Condiment containers shall be cleaned/disinfected between each group and shall not be shared among multiple groups. Salad bars and self -service buffets shall not be permitted. e) Grocery stores, retail businesses, recreation and fitness businesses shall be limited to a maximum of ten (10) customers or a capacity of one-half (½) of their maximum posted capacity, whichever is greater. Capacity will be posted at the front of the business. f) Require social distance spacing while waiting for service or entry into a business. Spacing may be accomplished by requiring people to remain in their vehicles. g) Clearly marked one-way shopping aisles in grocery and retail stores. h) In retail and grocery businesses, install a plexiglass, or similar divider where physically possible between the cashier and customer. i) Require employees to wash hands at regular intervals. j) Food service employees must wear a mask which covers the employee’s nose and mouth. k) In casinos, video lottery machines must be cleaned and disinfected between each customer. l) Employees of hair salons, nail and tanning salons, spas and barber shops wear masks which cover their nose and mouth during customer contact times. Customer seating must be at least six (6) feet apart. m) In gyms and fitness facilities, any equipment and/or exercise mats must be cleaned or disinfected between each use. n) Customer seating in theaters and similar businesses shall be reduced to allow for social distancing with certain seats marked as “not available due to social distancing guidelines” to ensure compliance. o) Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. p) Hand sanitizer locations readily available for public use should be made available at grocery stores and retail businesses. q) Enhanced cleaning/disinfecting requirements should be used for motel and hotel rooms. r) Seating for large gatherings shall be reduced to comply with a six-foot minimum distance between attendees. s) Businesses are encouraged to conduct daily employee screenings for illness. t) Businesses are encouraged to post signage outside of their facility that encourages customers to not enter if they are not feeling well or have COVID-19 symptoms. u) Businesses are encouraged to develop risk mitigation strategies for restrooms or other areas where social distancing requirements are likely to be compromised. v) Certain businesses (e.g. gym, recreation facilities, casinos, etc.) are encouraged to have customers wipe down their equipment/machines before and after use. However, it will still be the responsibility of the business to ensure proper cleaning and disinfecting is occurring. w) Businesses, particularly salons, barber shops, and spas are encouraged to provide service on an appointment-only basis to ensure proper social distancing and hygiene practices are met. 3. In addition to the specific requirements listed above, businesses shall operate in a manner consistent with CDC guidelines and any applicable state regulations and the Governor’s Executive Orders. 4. The City encourages all members of the public within the City of Brookings to continue to follow the CDC guidelines and recommended hygiene practices, including, but not limited to engaging in social distancing, and wearing masks when outside their homes wherever possible. 5. Businesses can request, in writing, administrative exceptions from the City that allow them to modify the strict compliance with these requirements so long as their proposal contains alternative means to implement social distancing or hygiene requirements. The City will not approve exceptions which completely exempt a business from implementing social distancing, or from following the CDC guidelines. 6. Any business entity, owner, or supervising manager of any business that is not in compliance with these regulations, or an approved alternative plan pursuant to Section #5 above, shall be in violation of Ordinance 20- 005, as amended. 7. Pursuant to this ordinance, the City Council may by resolution modify the mandatory closures and enact revised restrictions on public gatherings and public movements it deems necessary to address the current public health emergency. Any revised measures and restrictions, adopted by resolution shall be for a specific duration and shall be periodically reviewed to ensure the continued necessity of such restrictions or closures. 8. The restrictions set forth herein do not apply to the following entities, which have their own specific COVID-19 restrictions: a) Health care facilities, residential care facilities, congregate care facilities, and correctional facilities. b) Crisis shelters, homeless shelters, soup kitchens, or other similar institutions. c) Any emergency facilities necessary for the response to the current public health emergency or any other community emergency or disaster. d) Official meetings of the city, schools, county, or state. e) The operations and meetings of any state or federal courts. 9. This ordinance shall remain in effect for a period of sixty (60) days, at which time it shall be automatically repealed unless specifically readopted for an additional period of time by the City Council. Any dates identified in this ordinance may be adjusted at any time within the sixty (60) day period covered by this ordinance by a resolution of the City Council. 10. Enforcement – Violation of this Resolution may result in a fine, and multiple violations may result in further enforcement procedures, including legal action to close the business for the safety of the public. 11. Until the 2nd Reading of Ordinance 20-007 is completed, approved and published, Resolution 20-038, shall set forth the applicable measures deemed necessary to slow the spread of Coronavirus in the City of Brookings which were previously set forth in Ordinance 20-005 (Revised). Accordingly, the measures and restrictions set forth in Ordinance 20-005 (revised) will not be enforced by the City as of May 5, 2020, the publication date of Resolution 20-038. BE IT FURTHER ORDAINED that pursuant to SDCL 9-19-13, this ordinance is necessary for the immediate preservation of the public peace, health, safety, and welfare of the City and shall become effective immediately upon passage. First Reading: May 4, 2020 Second Reading: May 12, 2020 Published: May 15, 2020 CITY OF BROOKINGS: (SEAL) ATTEST: Keith W. Corbett, Mayor Bonnie Foster, City Clerk REOPENING ROADMAP FAQ WHAT IS THE INCREMENTAL REOPENING ROADMAP? WHAT ARE THE PHASES AND WHEN WILL THEY BE IMPLEMENTED? HOW DOES THIS AFFECT ME AS A RESIDENT? WHY IS THIS BEING IMPLEMENTED? HOW DOES THIS AFFECT ME AS A BUSINESS/ORGANIZATION LEADER? ? ? ? ? PHASE 1 - PHASE 2 - PHASE 3 - PHASE 4 - ? The reopening roadmap is an incremental, multi-phase approach to get Brookings businesses/organizations back open and operational while addressing public safety guidelines to combat the spread of COVID-19. The reopening plan will take place in phases that will incrementally get things back to normal again while minimizing the risk of an outbreak that could potentially cause require the re-implementation of earlier restrictions. Please note that each phase of the process will be addressed based on metrics, data, and the success of the current phase. The specific criteria will include testing, case numbers, spikes and hospitalization. As a community, we will only move to the next stage if the current phase shows a continued, positive result. If there is a significant change in positive cases, we may also move back to a prior phase. The timeline for how soon we will move forward is variable. It is wholly dependent upon the activity of the virus and the success of the community in keeping positive case numbers low. All of us in the community want life to return to normal as quickly as possible. However, we must proceed cautiously and with care and accept that normal may look a little bit different for us for the time being. With the reopening of organizations, facilities, and businesses, community members must do their part to take diligent steps to prevent possible COVID-19 spread. Adherence to guidelines is what will ensure that we do not create a surge that will lead to regressing back to previous phases. Community members must follow CDC guidelines and practice social distancing, wear masks, and practice good hygiene practices. It is imperative that the public practice requests made by local officials and businesses to ensure safety and to limit spread. As businesses incrementally open, individuals that are more vulnerable and at high risk should take extra precautions by limiting travel and exposure, practice social distancing, wear a mask and continue good hygiene measures. Stay-at-Home-Ordinance (currently tabled) Ordinance 20-005 (Limits public gathering businesses and organizations) Incremental Reopening Ordinance (Less restrictive regulation for public gathering businesses and organizations) Further modified, less restrictive ordinance or full return to normal dependent on the number of positive cases, additional data metrics, healthcare advances, and best practices among other considerations Although COVID-19 is still active, the reality is that it will be part of our daily lives until a vaccine or treatment is found to be effective. To this point in time, Brookings has effectively kept COVID-19 numbers low. By taking precautions and calculated incremental reopening steps, we plan to get back to as normal as possible for residents and the local economy. As a business/organization leader, you will be asked to adhere to a set of guidelines and safety processes and practices based on the nature of the services you provide. These guidelines will address the safety of the public and employees. WHAT IS DIFFERENT & WHAT HAS CHANGED AS WE MOVE TO THE REOPENING ORDINANCE??This ordinance allows previously closed business under Ordinance 20-005 to return to in-person operations in a limited fashion to promote proper social distancing and good hygiene practices.These businesses include bars, restaurants, movie theaters, bowling alleys, salons, barbershops, spas, gyms, recreation facilities, etc. WHAT ARE THE RESTRICTIONS ON BARS, RESTAURANTS, BOWLING ALLEYS, MOVIE THEATERS, AND OTHER PUBLIC GATHERING BUSINESSES UNDER THE REOPENING ORDINANCE? WHAT ARE THE RESTRICTIONS FOR GROCERY STORES, CASINOS, GYMS, AND RECREATIONAL FACILITIES UNDER THE REOPENING ORDINANCE? WHAT ARE THE RESTRICTIONS FOR SALONS, BARBERSHOPS, SPAS, AND OTHER RETAIL FACILITIES UNDER THE REOPENING ORDINANCE? ? ? ? The restrictions on these businesses are as follows: The restrictions on these businesses are as follows: The restrictions on these businesses are as follows: Limit groups to ten (10) or less and space them six (6) feet apart Limit to 10 customers or 50% of the typical building occupancy capacity, which is greater. Encourage businesses to screen employees for symptoms at the beginning of every shift. Businesses are encouraged to post signage instructing customers to stay home if not feeling well. Employees will wear protective masks, clean or disinfect regularly, and stay home if sick. There will be no self-service buffets or salad bars; menus will be disposable or regularly sanitized, and condiments will be sanitized after each customer. High-touch areas and seating will be cleaned between customers. Customer seating in theaters and similar businesses will mark certain seats as “not available due to social distancing guidelines” to ensure compliance. Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. Reduced occupancy capacity will be posted in a conspicuous location on the exterior of the business/organization. Businesses are encouraged to develop risk mitigation strategies for restrooms or other areas where social distancing requirements are likely to be compromised. Equipment is wiped down/disinfected before and after each use by customers and/or employees. Grocery stores will provide and clearly mark one-way shopping aisles. Grocery stores will install a plexiglass, or similar divider where physically possible between the cashier and customer. Grocery stores will provide hand sanitizer locations which are readily available for public use. Limit to 10 customers or 50% of the typical building occupancy capacity, whichever is greater. Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. Businesses are encouraged to develop risk mitigation strategies for restrooms or other areas where social distancing requirements are likely to be compromised. Provide for at least six (6) feet of spacing between customers. Encourage that services are offered by appointment only Facility must provide proper social distancing for waiting customers or ask them to wait in their vehicles. Retail stores will provide and clearly mark one-way shopping aisles. Retail stores will install a plexiglass, or similar divider where physically possible between the cashier and customer. Retail businesses will provide hand sanitizer locations which are readily available for public use. Employees wear masks and gloves as much as service offered permits. Equipment is cleaned before and after each customer. Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. Reduced occupancy capacity will be posted in a conspicuous location on the exterior of the business/organization. Businesses are encouraged to develop risk mitigation strategies for restrooms or other areas where social distancing requirements are likely to be compromised. THIS IS A LOT OF INFORMATION. IS THERE A QUICK-ACCESS HANDOUT? WHAT IF I HAVE FURTHER QUESTIONS ABOUT THE REOPENING ORDINANCE OR COVID-19 IN GENERAL? ? ? Yes, there is a one-page handout which provides an overview of the Reopening Ordinance. For more detail you can also view the full ordinance here. Please download our Engage Brookings mobile app, which is available for both Apple and Android devices. There is a service request for COVID-19 where you can ask questions of City staff or provide feedback for consideration. REOPENING ORDINANCE QUICK GUIDE RESTRICTIONS The Reopening Ordinance allows previously closed business under Ordinance 20-005 to return to in-person operations in a limited fashion to promote proper social distancing and good hygiene practices. These businesses include bars, restaurants, movie theaters, bowling alleys, salons, barbershops, spas, gyms, recreation facilities, etc. ?PHASE-3 REOPENING BARS, RESTAURANTS, BOWLING ALLEYS, MOVIE THEATERS, AND OTHER PUBLIC GATHERING BUSINESSES GROCERY STORES, CASINOS, GYMS, AND RECREATIONAL FACILITIES FOR SALONS, BARBERSHOPS, SPAS, AND OTHER RETAIL FACILITIES • Theaters and similar businesses will mark certain customer seating as “not available due to social distancing guidelines” to ensure compliance. • No self-service buffets or salad bars; menus will be disposable or regularly sanitized, and condiments will be sanitized after each customer. • Develop risk mitigation strategies for restrooms or other areas where social distancing requirement are likely to be compromised. • Reduced occupancy capacity will be posted in a conspicuous location on the exterior of the business/organization. • Limit to 10 customers or 50% of the typical building occupancy capacity, whichever is greater. • Employees will wear protective masks, clean or disinfect regularly, and stay home if sick. • Post signage instructing customers to stay home if not feeling well. • High-touch areas and seating will be cleaned between customers. • Screen employees for symptoms at the beginning of every shift. • Publicly post a regular cleaning and disinfecting schedule. • Limit groups to 10 or less and space them 6 feet apart. • Develop risk mitigation strategies for restrooms or other areas where social distancing requirement are likely to be compromised. • Retail stores will install a plexiglass, or similar divider where physically possible between the cashier and customer. • Reduced occupancy capacity will be posted in a conspicuous location on the exterior of the business/organization. • Facility must provide proper social distancing for waiting customers or ask them to wait in their vehicles • Businesses shall post publicly a regular cleaning and disinfecting schedule, specific to each business. • Retail businesses will provide hand sanitizer locations which are readily available for public use. • Employees wear masks and gloves as much as service offered permits. • Retail stores will provide and clearly mark one-way shopping aisles. • Provide for at least 6 feet of spacing between customers. • Encourage that services are offered by appointment only. • Equipment is cleaned before and after each customer. • Develop risk mitigation strategies for restrooms or other areas where social distancing requirement are likely to be compromised. • Grocery stores will install a plexiglass, or similar divider where physically possible between the cashier and customer. • Reduced occupancy capacity will be posted in a conspicuous location on the exterior of the business/organization. • Equipment is wiped down/disinfected before and after each use by customers and/or employees. • Limit to 10 customers or 50% of the typical building occupancy capacity, whichever is greater. • Grocery stores will provide hand sanitizer locations which are readily available for public use. • Grocery stores will provide and clearly mark one-way shopping aisles. • Publicly post a regular cleaning and disinfecting schedule. • FULL ORDINANCE CAN BE VIEWED https://cityofbrookings.legistar.com/calendar.aspx 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 20-0214,Version:1 Outside Agency Funding Process. Summary: At a February meeting, City Council requested a report and discussion of 2021 outside agency funding. The City Charter notes the City Manager will prepare the budget for Council review. The funding of outside agencies/programs is part of the budget formulation. For 2021, City Management will partner with United Way to make recommendations of United Way/City funded agencies. This ensures funding is dedicated to the greatest need in Brookings and founded on expert insight. Recommendation: Approve social service agencies to submit applications for funding through United Way. Attachments: 1.Memo 2.Benefits of Partnering with United Way 3.United Way Funding Process 4.Guidelines 5.Rubric City of Brookings Printed on 5/7/2020Page 1 of 1 powered by Legistar™ City Council Agenda Memo From: Paul M. Briseno, City Manager Council Meeting: May 12, 2020 Subject: Outside Agency Funding Process Person(s) Responsible: Paul M. Briseno, City Manager Summary: At a February meeting, City Council requested a report and discussion of 2021 outside agency funding. The City Charter notes the City Manager will prepare the budget for Council review. The funding of outside agencies/programs is part of the budget formulation. For 2021, City Management will partner with United Way to make recommendations of United Way/City funded agencies. This ensures funding is dedicated to the greatest need in Brookings and founded on expert insight. Background: The City Charter states the City Manager will prepare the budget. Therefore, the City Manager provides a recommendation based on analysis, projections and identified need to meet the goals and policy of Council. Prior to 2018, the City Manager made recommendations through the budget process. This recommendation included funding levels based on need, information received and available funds. Applications for outside agency funding requires submission by June 1st. This was a simple process with little input beyond the applications. In 2019, the City Manager requested greater input to ensure essential community services were met with proper allocation of funding. This was a first good step, however, the initial process had opportunity for improvement. In 2020, nineteen (19) programs were funded at $741,328. For the 2021 budget, the City Manager will utilize the services of the United Way to make recommendations based on a professional system that has identified the community’s need. Through a systematic approach, the United Way collaborates to create efficiencies in the funding process and distribute funds based on need to various agencies throughout the community. The United Way has an established, clearly defined focus areas (education, self- sufficiency, and health) to maximize the community impact of its contributions to outside agencies. They have developed a mechanism for agencies to apply for funding and have the capabilities of monitoring and evaluating. This approach provides accountability and allows an understanding which outside agencies can apply and receive funding. Item Details: The City will request all outside agency applications for 2021 funding in May and due June 1st. In 2020 nineteen (19) programs received $741,328 through the General Fund. Approximately nine (9) of these agencies provided social services and received $413,700 total. Through the proposed process the city would announce any requested social service agency funding could apply through United Way within their fall process. Staff will develop 2021 funding recommendations for City Council consideration based on availability and policy. The United Way makes determination of recommended funding in the fall. This recommendation will come before Council for final action and the City shall pay directly to each program. This process saves each agency time with one application and assures a developed program for distribution of available funds to agencies that provide the greatest impact to strategically identified needs. Programs that are not appropriate for this model will still be considered through the traditional city examination and recommendation. Through the 2021 budget process staff will try to provide the 2020 funding level of $413,700 for social service agency funding. In 2020 the social service agencies funded included the Brookings School District, BATA, Boys & Girls Club of Brookings, Brookings Behavioral Health and Wellness, Brookings Domestic Abuse Shelter, Safe Ride, Brookings County Youth Mentoring Program, Brookings Empowerment Project, and Crime Stoppers. The United Way will provide the City with an annual impact report. The United Way fights for the health, education, and self-sufficiency of every person in the Brookings community. They work with numerous local agencies to better understa nd the needs of our community members and how we can solve the problems individuals and families face. If this process is not desired, the City Manager will work with the United Way to take recommendation based on applications and formulate a budget proposal to the City Council. Legal Consideration: None. Financial Consideration: The 2020 funding amount for agencies fitting under this proposed United Way evaluation process was $413,700. Options and Recommendation: The City Council has the following options: 1. Approve social service agencies submit applications for funding through United Way 2. Deny 3. Do nothing This report is provided as requested by Council. The City Manager prepares the budget per City Charter. If Council is amendable to the process noted, then the Governance and Ends requirement of application by June 1st for social service agencies will need to be submitted to United Way in the fall. Supporting Documentation: 1. Benefits of Partnering with United Way 2. United Way Funding Process 3. Guidelines 4. Rubric Benefits of Partnering with United Way: The City of Brookings, United Way, agencies and community all benefit from a developed funding process. The following are potential benefits:  Streamlining the process requests for agencies. Many of the outside agencies the City of Brookings supports are United Way funded agencies. Agencies would make one application for funding allowing more time for needed programing. o Current process has evolved to fund agencies based on perceived community needs. A developed process ensures funding is more accurately granted based on defined needs.  There is a clear and concise process in place for funding application and understanding of who can apply for funding.  A clear process is in place for evaluation that includes a proven rubric analysis. Agencies are aware of how programming will be evaluated. o Not until 2020 did the City start outside agency agreements, but metrics are inadequate for accountability and assuring proper needs are met.  Through increased transparency, a community impact report will be provided to the City of Brookings to communicate how funds were spent and the impact made on residents in the community.  The United Way can provide future community goals and focus areas based on Brookings’ changing environment and needs. This will ensure the City of Brookings is more engaged in understanding the needs within our community.  A greater focused effort of funding through the United Way based on clearly stated community goals allows for greater potential investment from other leading agencies. United Way Funding Process The United Way works closely with partner agencies to ensure community donations are strategically utilized to help the most people. The following are steps define the application process: 1. Volunteer Recruitment and Education United Way Board Members, who participate in the allocation committee represent all sectors of the community and are educated to ensure funds are distributed fairly and objectively based on best use. 2. Allocations Agency requests funding based on particular needs and programs. This includes operating costs, programing funds or assistance in developing new programs. The United Way has three (3) priority funding areas that guide investments in local programming. These priorities include: Self-Sufficiency – Individuals and families are independent and stable  Independent and Secure Living  Financial Literacy and Support  Access to Basic Needs  Employment Readiness Health – Individuals and families are healthy and safe  Personal Health and Safety  Emotional and Emotional wellness  Positive Social Behavior  Access to health services Education – Individuals and families are equipped for success throughout every life stage  School Readiness  Youth Academic and Character Development  Adult Empowerment Application Funding Process and Worksheet Narrative 1 Rev 12/19 Guiding principles of the proposed funding process: 1. With or without the use of any worksheet or other numerical rating process, any agency whose application meets the committee’s expectations in every way should receive as close to full funding as BAUW is able to provide. 2. All agencies whose applications meet all expectations should receive the same percentage of their funding request, i.e., no attempt will be made to establish that one such agency is more worthy than another. 3. If an agency’s application fails to meet expectations in some way but there is a reasonable and well-defined way to judge it as being as worthy as one that does meet all expectations, that agency should receive the same level of funding as those that meet expectations. 4. If an agency fails to meet expectations in an area of most importance, it should receive no funding unless specifically determined otherwise by discussion of the board. 5. If an agency’s application does not rise to the level of meeting expectations in the most important areas and rise above failure to meet expectations in at least one other area, that agency should receive no funding. 6. Agencies whose applications lie between the two extremes described above should be considered individually by the full committee. They are eligible to receive up to the same percentage of their funding request as those that meet all expectations, but not more. The proposed agency funding determination process in brief: There are six steps in the funding determination process. More detail is provided in the narrative below. 1. Application review (Group scoring submitted, Date TBD) 2. Application data entry (Executive Director, Date TBD) 3. Full Board discussion (BAUW Board ALLOCATION meeting – Date TBD) The proposed agency funding determination process in detail: Non-profit status determination  This is the final year that an organization can use another organizations 501C3 status. Application review (Agency Liaison, Date TBD)  Gather as a group to read/discuss the groups applications. The liaison should reach out to the agency contacts to clarify any questions in order to fully understand and assess the application. Rating Meaning Rating Meaning 1 Fails to meet expectations 6 Meets expectations 3 Lacking in expectations 9 Exceeds expectations The six assessment areas are weighted differently to reflect their relative importance. Community Impact, Community Need, and Fits BAUW Priorities are considered to be twice as important as Fiscal Management and Track Record. Ability & Evaluation is slightly more important than the latter two areas. Weighting Assessment area Weighting Assessment area 10 Community Impact 6 Ability & Evaluation 10 Community Need 5 Fiscal Management 10 Fits BAUW Priorities 5 Track Record Application Funding Process and Worksheet Narrative 2 Rev 12/19 Definitions of Assessment Areas in Scoring Worksheet: Community Need The program addresses a recognized health and human services need in our community The need is consistent with BAUW mission and funding priorities for the current year The problem/situation addressed by the agency is serious The agency provides strong data to validate the need for this program Impact The program clearly demonstrates a meaningful linkage between community needs, program activities and outcomes The program provides a meaningful volume of services and/or people served United Way funding will make a difference and bring about positive change in people’s lives Ability & Evaluation The Agency has a history of reliability There is adequate staffing and resources to conduct this program The program plan is sound Clear goals and objectives are written Measurable outcomes are evident The agency/program demonstrates the ability to deliver and measure proposed outcomes Financial Management Financial information is presented clearly & accurately The agency has a balanced budget The agency has adequate reserves BAUW policy recommends 3-6 months There is diversified funding/other funding is available to support program(s) The funds that are requested from BAUW support client services Overhead expenses are a reasonable % of total budget Track Record There is year-round commitment to work with the United Way The agency appeared to have accomplish their goals and objectives from last year The agency makes a difference with previous years’ UW funding If a board member (liaison) feels the dollar amount the agency is requesting needs to be lowered, please indicate that adjusted dollar amount in the “Liaison adjusted request” column on the Scoring Worksheet. All agencies with liaison adjusted requests will be flagged for full -board review during the allocation decision making meeting. Application Funding Process and Worksheet Narrative 3 Rev 12/19 Application data entry (Executive Director, Date TBD)  Ratings for all applications are entered in the application funding worksheet, which computes an application score.  Applications are initially categorized as: Score Category Significance 276 to 414 Green Automatically receives as close to full funding as possible. No committee discussion. 200 to 275 Yellow Flagged for discussion by committee. May receive up to Green category funding level. 0 to 199 Red Automatically receives no funding. No committee discussion. Examples and rationale for the categorization scores: Weighting 10 10 10 6 5 5 Agency Name Community Impact Community Need Fits BAUW Priorities Ability & Evaluation Fiscal Management Track Record Application Score Score Range Agency 1 9 9 9 9 9 9 414 Agency 2 6 6 6 6 6 6 276 Agency 3 6 3 9 6 6 6 276 Agency 4 6 6 6 1 3 1 206 Agency 5 6 6 6 1 1 1 196 Agency 6 1 9 9 9 9 1 294 Agency 1 receives Exceeds Expectations ratings, resulting in a 9X10+9X10+9X10+9X6+9X5+9X5 = 414 score. Agency 2 Meets Expectations in each area, resulting in a score of 276 Agency 3 is Lacking in Expectations in Community Need, but Exceeds Expectations in Fits BAUW Priorities and Meets Expectations in all other areas, resulting in a scor e of 276 equivalent to Agency 2 Agency 4 Meets Expectations in the three most important areas and rises above Failure to Meet Expectations in one other area, resulting in a score greater than 206 , above the 200 cutoff Agency 5 Meets Expectations in the three most important areas but Fails to Meet Expectations in all other areas, resulting in a score of 196, below the 200 cutoff Agency 6 Fails to Meet Expectations in one of the three most important areas, and thus is flagged Yellow for discussion in spite of having a strong score of 294 Application Funding Process and Worksheet Narrative 4 Rev 12/19  Initial funding level o The worksheet determines how much is available to award to agencies submitting l ong-form applications. o It also determines the total of funding requests of applications in the Green and Yellow categories. o The ratio (Funds Available) / (Funds Requested) is computed as a percent. o Initially, all Green/Yellow category agencies receive this percent of their request up to a maximum of 100%. o Agencies with Red category applications are initially awarded $0.00. This is also their final award. Full Board Discussion (Date TBD)  Any board member can request further discussion of an application. Contact UW staff to add to the agenda.  Applications will be discussed when o the current “liaison adjusted request” compared to the previous year’s ‘agency request’ has increased by 25% or more o any agency request that is 10% or more of our total allocation budget  Applications that are submitted after the due date will be reduced by a minimum of 10% of the agency request for that year  All Yellow Category applications: After discussion, the board may choose to lower the awards of agencies in this category.  Funds are freed up by the lowering of these awards. The worksheet automatically redistributes these funds across all agencies whose awards have not been lowered by the committee. Awards that have been manually adjusted by the committee remain fixed at the committee-determined level.  If there are remaining funds after allocation process, these funds could go into the reserve, or otherwise be used as the committee decides. Agency Name/Program Impact Area 2019 Liaison Adjusted Request 2019 Funding 2020 Agency Funding Request 2020 Liaison Adjusted Request Community ImpactCommunity NeedFits BAUW PrioritiesAbility & EvaluationOrganization A Income $36,000 $33,100 $36,000 $36,000 6 6 6 9 Organization B Income $70,000 $58,500 $70,000 $70,000 9 9 9 9 Organization C $122,800 $122,800 $135,000 $130,000 Program 1 Education $37,800 $37,800 $40,000 $40,000 6 6 6 6 Program 2 Education $18,900 $18,900 $20,000 $20,000 6 6 6 6 Program 3 Education $9,400 $9,400 $15,000 $10,000 6 6 6 6 Program 4 Education $18,900 $18,900 $20,000 $20,000 6 6 6 6 Program 5 Education $18,900 $18,900 $20,000 $20,000 6 6 6 6 Program 6 Education $18,900 $18,900 $20,000 $20,000 6 6 6 6 Organization D Education $6,000 $6,000 $7,500 $7,000 6 6 6 6 Organization E $17,500 $13,900 $18,000 $15,000 Program 1 Education $7,500 $4,600 $8,000 $5,000 6 6 6 6 Program 2 Education $10,000 $9,300 $10,000 $10,000 6 6 6 6 Fiscal ManagementTrack RecordApplication ScoreScore RangeDefault Funding Before AdjustmentsIncreased RequestsFunding After Adjustments2020 FundedPercent Of Request Funded2017 Funding Variance to 2016 FundingFunding Variance9 6 309 $33,100 -$3,884 $29,216 $29,200 81.2%-$3,900 -$3,900 9 9 414 $58,500 -$6,864 $51,636 $51,600 73.8%-$6,900 -$6,900 0 $122,800 -$14,409 $108,391 $108,500 83.4%-$14,300 -$14,300 6 6 276 $37,800 -$4,435 $33,365 $33,400 83.4%-$4,400 -$4,400 6 6 276 $18,900 -$2,218 $16,682 $16,700 83.4%-$2,200 -$2,200 6 6 276 $9,400 -$1,103 $8,297 $8,300 83.0%-$1,100 -$1,100 6 6 276 $18,900 -$2,218 $16,682 $16,700 83.4%-$2,200 -$2,200 6 6 276 $18,900 -$2,218 $16,682 $16,700 83.4%-$2,200 -$2,200 6 6 276 $18,900 -$2,218 $16,682 $16,700 83.4%-$2,200 -$2,200 6 6 276 $6,000 -$704 $5,296 $5,300 75.7%-$700 -$700 0 $13,900 -$1,631 $12,269 $12,300 81.8%-$1,600 -$1,600 6 6 276 $4,600 -$540 $4,060 $4,100 81.2%-$500 -$500 6 6 276 $9,300 -$1,091 $8,209 $8,200 82.1%-$1,100 -$1,100