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Home My WebLink About2024_11_19 CC Study Session PresentationCITY OF BROOKINGS |Meeting Agenda | CITY COUNCIL STUDY SESSION "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!" Tuesday, November 19, 2024 | 6:00 p.m. | City & County Government Center 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. Brookings City & County Government Center –520 3rd St. –Brookings, SD 57006 –Phone: (605) 692-6281 1. CALL TO ORDER PLEDGE OF ALLEGIANCE- 2. RECORD OF COUNCIL ATTENDANCE - 3. ACTION TO APPROVE THE AGENDA -Action: Motion to Approve, Roll Call 4. OPEN FORUM -Any member of the public may make a brief announcement or invitation, or request time on the agenda for an item not listed.Individuals are asked to state their name and city of residence for the record.Public Comment is limited to a maximum of three minutes per person. The speaker’s comments and views expressed do not necessarily reflect the views or positions of the City of Brookings or City Council. 5. Presentation Charter Commission Proposed Changes- City of Brookings City Charter Commission Update City Council Work Session November 19, 2024 Report on Commission Recommendations City Charter Commission Members •David Gilbertson, Chair* •Dr. Lisa Hager, Vice Chair* •Bob Burns •Keith Corbett •Van Fishback •Jeanne Manzer •Dianne Nagy •Ashley Ragsdale •Gail Robertson •Roger Solum •Tom Yseth *Chair and Vice Chair nominated and elected by their fellow City Charter Commissioners City Charter Commission Process •June 2024: Council Interviews •City Charter Commission appointed •Research into City Charters of cities of similar size conducted •July 11, 2024: City Charter Commission work commences •Charter Commission meets July –October 2024 •Review included requests from City Council and staff •Review also included requests from community via council and staff •Changes identified and recommendations on language made/approved by Commission •Changes incorporated with assistance of City Attorney •“Final” updates reviewed and approved by Commission •Charter Commission completes recommended revisions October 28 •Presentation to City Council November 19 Updates/Revisions •Outcome of the Review Process: More of an update/cleanup than adding entirely new Articles or Sections •Updates/Changes were made for the following reasons: •Added more clarity (e.g., roles, responsibilities, processes) •Some language added to reflect values of community with their city government (e.g., inclusive community participation) •Transition language was removed –no longer relevant •Some outdated language was updated (e.g., “handicap” to “disabled”) •New language was added to reflect current and best practices Next Steps Going Forward •November 2024: Work session with City Council •December 2024: Planning for the outreach effort to commence in January 2025 through April 8, 2025 o Inform of the City Charter updates ▪The City Charter is Brookings Constitution –it is what impacts residents the most with their city government is the City Charter ▪Include benefits of an updated Charter •January -April 2025:Commence Community Outreach o Web Page: http://www.cityofbrookings- sd.gov/CharterReviewCommission o Identify and invite community leaders to a breakfast/lunch to inform o Presentations to community organizations and groups o Press Releases o Social Media; Create QR code o Graphics on posters/place in areas people gather like libraries o Media coverage, Government channel, interviews with Commission Chairs o Additional Public forums •Community members feel free to reach out to City Charter Commission members with any questions •Thanks for the hard work of the Brookings City Charter Commission and •The Brookings City Council and City Staff Questions and Discussion Summary of Recommended Changes 1.Preamble Addition: Emphasized inclusive community participation in governance. 2.Article I -Powers of the City: o Updated intergovernmental relations section. o Removed limitations section. 3.Article II -City Council: o Removed salary mention in compensation section. o Adjusted the Clerk and City Attorney appointment process to involve recommendation by the City Manager and confirmation by the Council. o Required investigations to be conducted by a third party. o Added regular City Charter reviews every 10 years unless needed sooner. Summary of Recommended Changes -2 4.Article IIA (renumbered as Article III) -City Manager: o Added a residency requirement for the City Manager with a transition period. o Permitted resignation as a removal option. o Extended review intervals for City Manager's duties from five to ten years. o Updated responsibilities related to financial and council reporting. o Introduced new duties to promote partnerships and support long-term goals. 5.Article IV -Departments, Offices, and Agencies: o Changed in the appointment process for the City Attorney with specific licensing requirements. 6.Article V -Financial Procedures: Summary of Recommended Changes -3 6.Article V -Financial Procedures: o Modified budget submission and content requirements to reflect actual practice. o Added provisions for public hearings and amendments before budget adoption. o Defined "publish" to include contemporary media. o Updated appropriations and revenue ordinance details. 7.Article VIII -General Provisions: o Changed “hired” to "employed" in anti-discrimination language, changed "handicap" to "disability," and included "sex and gender identity" as protected categories. 8.Articles IX & X -Charter Amendment and Transition: o Adjusted language for proposing amendments and replace "newspapers" with "news media" for notifications. o Removed outdated sections. 6. Presentation Proposed Downtown Incentives- Downtown Incentives 2025 Boundaries Programs Façade Grant Downtown Revitalization Incentive Program (DRIP) Lights, Camera, Action Grant •Primary Entrance Façade Improvements •street vs alley-facing •Enhancing Interior Spaces •In Response to Safety Concerns Budgeted: $100,000 Budgeted: $200,000 Budgeted: $20,000 *Administered by Downtown Brookings Downtown Brookings Façade Grant Applications Open January 2025 50% Match –$25,000 –Project Minimum $35,000 Review Committee →Conditional Award Letter →Project Forms →Project Work →Reimbursement Eligible Improvements Non-Eligible Improvements •Exterior Renovations •i.e. windows, doors, tuck - pointing, awnings, etc. •Historic Preservation Compliance •Accessibility Improvements •General Maintenance •Interior Renovations •New Construction •Non-Compliant •Temporary Installation •Services Downtown Revitalization Incentive Program Eligible Improvements Non-Eligible Improvements •Interior Renovations, Improvements, and Upgrades that Enhance Functionality, Safety, Aesthetics •Electric/Plumbing, Fixtures/Finishes/Flooring, ADA Compliance •Materials/Labor •Exterior Improvements •Routine Maintenance •New Buildings •Permit Fees •Professional Services •Personal Expenses •Excess Costs •Non-Compliance Applications Open January 2025 Review Committee →Conditional Award Letter →Project Forms →Project Work →Reimbursement Proposed Funding Structure 33.33% Grant Up to $25,000 33.33% Loan 33.33% Owner Equity Project Minimum: $75,000 Lights, Camera, Action Grant Applications Open January 2025 50% Match –$2,000 *Downtown Brookings Administers Review Committee →Conditional Award Letter →Project Forms →Project Work →Reimbursement Eligible Improvements Non-Eligible Improvements •Lights •Cameras (BPD Access) •Action (Placemaking) •Outdoor landscaping, outdoor dining, etc. •General Maintenance •Non-Compliant •Services Programs Façade Grant Downtown Revitalization Incentive Program (DRIP) Lights, Camera, Action Grant •1:1 Match or 50% •Project minimum: $35,000 •Up to $25,000 Grant •1:1:1 Match or 33% •project minimum: $75,000 •33% Grant •Up to $25,000 Grant •33% Loan •33% Owner Equity •1:1 Match or 50% •Up to $2,000 Grant Budgeted: $100,000 Budgeted: $200,000 Budgeted: $20,000 *Administered by Downtown Brookings Applications Open January 2025 Review Committee →Conditional Award Letter →Project Forms →Project Work →Reimbursement Questions? 7. Presentation Edgebrook Golf Course Water Sourcing- Water Sourcing Edgebrook Golf Course Primary Goal To establish a long-term and sustainable water source for the Edgebrook Golf Course that will address the current and future water needs of the course. Options Explored •Capture Runoff from the north side •Capture runoff from the west side •Connection and pumping from L.G. Everist Site •Expand the holding ponds and drain tiles through the course •Purchasing treated water directly from BMU •Additional (6) well sites we explored at Edgebrook Golf Course Current Options 1.City owned and operated well south of the golf course •Status –4 test wells were explored. One was found to be viable at 300 -350 gpm. 2.Connection to existing well at Southbrook Softball 3.Connection to BMU Raw Water Line Timeline & Next Steps •Cost Estimates for all 3 options –Early 2025 •Land Acquisition, if applicable •Water usage rates, if applicable •Construction estimates •Final Recommendation –Early 2025 8. Presentation Public Works -Streets Division Winter Operations- Winter Operations 2024-2025 Event Classifications Class 1 ▪Light snow fall or mix precipitation ▪Probability 0”-2” snow accumulation ▪City crews dispatched ▪Contractors will not be activated ▪Light plowing or de-icing application ▪Street Supervisor to manage operations Notification to partners Event Classifications Class 2 Emergency Snow Route Advisory ▪Moderate to heavy snow fall ▪Probability of 2”–6” snow accumulation ▪No Parking on Emergency Snow Routes ▪Emergency snow routes are priority ▪Street Manager/Supervisor manage operations ▪Snow Alert may be activated ▪Contractors may be activated Notification to partners Social Media Civic Plus Alerts Press Release Event Classifications Class 3 Snow Alert ▪Extremely heavy snowfall ▪Probability 6”+snow accumulation ▪Occurs in 24-hour period or less ▪Snow Alert Declaration ▪Street Manager ▪Acting Street Manager ▪Public Works Director ▪Chief of Police ▪City Manager ▪Citywide Parking Ban ▪Contractors Activated Notification to partners Social Media Civic Plus Alerts Press Release Event Classifications Ice Storm ▪Treated as a Class 1 Storm ▪Class 1 procedures to be followed ▪No issuance of contractors ▪City-provided equipment only ▪Sand trucks with applicable materials ▪Motor graders with Sharq cutting edges Notification to partners Current Operations Snow Alert Parking Ban •4”+of snow accumulation •Minimum of 4-hour notice •Snow alert parking ban declaration •Street Manager,Acting Street Manager,Public Works Director, •Police Chief,City Manager •Notification Outlets •City of Brookings website •Notify Me:Text and email notification alert system •City of Brookings Social Media •Snow Line:605-697-7669 •Television:KELO, Dakota News Now (KDLT & KSFY), Cable Channel 9 on Mediacom, Cable Channel 20 on Swiftel •FM and AM Radio:local stations •SDSU (Students and Faculty) Sign up for Notify Me alerts at www.cityofbrookings-sd.gov/NotifyMe •Provide contact information to create account and sign in. •Choose to receive alerts via text and/or email. •Scroll to Alert Center. Then select Emergency Alerts. Priority of Snow Routes •Emergency snow routes designated in RED •Major arterial and collector routes designated •GREEN and BLUE •Other through-streets. •Cul-de-sacs and other streets with no outlet. •Alleys when snow accumulation greater than 4”or ice accumulation greater than ½”as confirmed by Street Manager. •Snow removal brochure •Provides public information Current Operations Current Operations City Equipment •Public Works Department (5)Motor graders with wings (5)Loaders •(3)Loaders with plow &wing •(1) Bucket •(1) Snowblower (2 Primary, 2 backups) (5)Trucks with plows and sanders •(1) Single Axle •(4) Tandem (4)Trucks for snow hauling •(1) Single Axle end dump •(1) Tandem end dump •(2) Tractors with side dump trailer (2) Skid steers with Kage attachments •Parks Department (3) Loaders (1)Tandem end dump truck Current Operations Current Operations Current Operations Current Operations Current Operations Snow Removal Zones •City –Green, Blue, Downtown Core •Bowes Construction –Purple •Austreims Excavating LLC-Tan and all alleys Current Operations City Staff (Average 14 staff/event) •Public Works Department (Streets & Solid Waste Divisions) (1) Manager (2) Supervisor (1) Mechanic (5) Heavy Equipment Operators (1-2 Solid Waste) (4) Advance Equipment Operators (1) Street Maintenance Technician •Park & Rec Department (Downtown Core) (2-3) Operators Current Operations Contracted Equipment with Operators ▪Contractors are used to assist the City in snow removal operations to provide a more efficient means of snow removal ▪Contractor equipment is bid every year. ▪Call out is per specific area or price per cubic yard ▪Creates consistency and most cost effective means ▪Assist in specific areas of city or hauling of snow. ▪Equipment provided: ▪(5) Motor graders with wings ▪(5)Loaders ▪(4)Loaders with reversible plows (alleys and cul-de-sacs) ▪(1)Loader for push pile at snow dump ▪(4)End dump trucks ▪(6) Tractors with side dump trailers Monitoring & Patrol •On call supervisor monitors weather and road conditions •Patrols routes as needed •Dispatches on call staff as needed Monitoring & Patrol •(1) supervisor & (4) staff on call each week. Large events require all staff, other departments and contractor support. Sanding Routes •NE -Black •NW -Blue •SE -Red •SW -Yellow •Over 330 lane miles of roadway are maintained during winter operations. Salt Shed Materials 0 200 400 600 800 1000 1200 1400 Salt Tons 0 500 1000 1500 2000 2500 3000 Sand Tons 0 500 1000 1500 2000 2500 3000 3500 4000 Total Material (Tons) Pre Wetting Technology •Using Automated vehicle locating (AVL) and telematics to optimize winter operations •Currently Verizon Reveal •Advantages •Number of active units and when routes were completed •Playback of events •Improved safety and emergency response time by knowing where all units are in real time. •Improved public response with data verification •Public Notice •Social Media •Flyers •Timing •Sidewalk Clearing •2:00 AM –5:30 AM •Resources Downtown Core Challenges •Timing of events (overnight, midday, holidays) •Projected end time of event •Weather predictions (projecting 1 -3” develops into 5-6”) •Advance notice for advisory & alerts (Minimum 4 hour notice) •Single shift crew (Target 14 hour shifts, Leave) •Companies & individuals pushing snow into right of way •Vehicles in roadway during Snow Alert Future Opportunities •One page winter maintenance report following end of season •City snow storage site use •Boulevard parking –responsible party for clearing & hauling •Updating emergency routes (Master Transportation Plan) •Curbside sidewalk -responsible party for clearing & hauling •Expanding Anti-Icing and De-icing capabilities •Brine, storage, additional materials •Route optimization via technology •Review and update uniform codes and actions for violations •Piling of snow in right of way or sight triangles •Ticketing •Towing •Marketing Plan & Education •Snow Contractors Education and licensing •Clarify expectation on Downtown Core •After Action Reports Future Opportunities Sign up for Notify Me alerts at www.cityofbrookings-sd.gov/NotifyMe •Provide contact information to create account and sign in. •Choose to receive alerts via text and/or email. •Scroll to Alert Center. Then select Emergency Alerts. Thank you 6. CITY COUNCIL MEMBER INTRODUCTION OF TOPICS FOR FUTURE DISCUSSION.-Any Council Member may request discussion of any topic at a future meeting. Items cannot be added for action at this meeting. A motion and second is required which states the topic, requested outcome, and time frame. A majority vote is required. 7. ADJOURN -Brookings City CouncilMayor: Oepke Niemeyer Deputy Mayor: Nick Wendell Council Members: Wayne Avery, Andrew Rasmussen, Brianna Doran, Bonny Specker, Holly Tilton Byrne Council StaffPaul M. Briseno, City Manager Steven Britzman, City Attorney Bonnie Foster, City Clerk