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
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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
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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
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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
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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 #: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
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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