HomeMy WebLinkAboutCCMinutes_2013_02_1235
Brookings City Council
February 12, 2013
The Brookings City Council held a meeting on Tuesday, February 12, 2013 at 6:00 p.m., at City
Hall with the following members present: Mayor Tim Reed, Council Members John Kubal, Mike
McClemans, Ope Niemeyer, Keith Corbett, Jael Thorpe and Tom Bezdichek. City Attorney Steve
Britzman, City Manager Jeff Weldon and City Clerk Shari Thornes were also present.
Consent Agenda. A motion was made by Kubal, seconded by Corbett, to approve the consent
agenda.
A. Action to approve the agenda.
B. Action to approve the January 22nd Council meeting minutes.
C. Action to appoint Sara Bentzen to the Park & Rec Board student position (term expiring
5/1/2013).
D. Action on Resolution No. 11 -13 a Resolution setting forth a schedule of proposed fines for
violations of the Ordinances of the City of Brookings, SD (littering, excavation, texting).
Resolution No. 11 -13 - A Resolution setting forth a Schedule of Proposed Fines for Violations
of the Ordinances of the City of Brookings, South Dakota.
Be It Resolved by the Governing Body of the City of Brookings, South Dakota, that the
following Schedule of Proposed Fines shall be effective as prescribed by law for all violations
of Ordinances set forth herein.
Schedule Of Proposed Fines With Court Costs. Miscellaneous Offenses: Section 70 -37 -
Littering, Fine $60.00, Costs $60.00, Total $120.00; Section 74 -141 thru 149 - Excavation
Offenses, Fine $100.00, Costs $60.00, Total $160.00; Section 82 -312 - Texting, Fine $60.00,
Costs $60.00, Total $120.00.
E. Action on Resolution No. 12 -13, a Resolution fixing time and place for hearing upon
Assessment Roll for Street Assessment Project No. 2012 -09STA (25th Avenue and 10th
Street Project).
Resolution No. 12 -13 - Resolution fixing time and place for Hearing Upon Assessment Roll
for Street Assessment Project No. 2012 -09STA (25th Avenue and 10th Street Project)
Be It Resolved by the City Council of the City of Brookings, South Dakota, as follows:
1. The assessment roll for Street Assessment Project No. 2012 -09STA having been filed in
the office of the City Clerk on the 5th day of February, 2013, the City Council shall meet in
the Chambers, Brookings City & County Government Center, in said City on Tuesday, the
26th day of February, 2013 at 6:00 o'clock PM, the said date being not less than twenty (20)
days from the filing of said assessment roll for hearing thereon.
2. The City Engineer is authorized and directed to prepare a notice describing, in general
terms Street Assessment Project No. 2012- 09STA, the date of filing the assessment roll, the
time and place of hearing thereon, stating that the assessment roll will be open for public
inspection at the office of the City Engineer and referring to the assessment roll for further
particulars.
3. The City Clerk is authorized and directed to publish said notice in the official newspaper
at least one (1) week prior to the date set for hearing and to mail a copy thereof, by first
class mail addressed to the owner or owners of any property to be assessed at his, her or
their last mailing address as shown by the records of the Director of Equalization at least
one (1) week prior to the date set for said hearing.
F. Action to abate the 2013 Drainage Fees for 815 Medary Avenue ($461.70) and 317 11th
Street ($334.38), SDSU Foundation (40365- 00700 - 005 -00 and 40960 - 11050 - 232 -10).
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G. Action on Resolution No. 16 -13, a Resolution authorizing Change Order No. 2 for the
Dakota Nature Park — Nature Center; Clark Drew Construction, Inc.
Resolution No. 16 -13 - A Resolution Authorizing Change Order No. 2 for
Dakota Nature Park — Nature Center; Clark Drew Construction, Inc.
Be It Resolved by the City Council that the following change order be allowed for the Dakota
Nature Park — Nature Center: Construction Change Order Number 2.
TE Underground: Materials - Reducing 6" pipe to 4" = ($1,740.00); Reduce 6" tapping valve
= ($153.40); Eliminating 6" material = ($1,662.66); Add: 8" valve, pipe and plug = $3,890.35.
Labor: Reducing 6" to 4" = ($1,740.00); Live tap fee for 8" = $910.00. Subtotal: ($495.71)
Clark Drew Construction, Inc.: Subtotal = $495.71; SD Excise Tax @ 2% = $9.91; Bonding
1.2% = $6.07; Lump Sum Total = $511.69; There will be a total deduction of $511.69.
Contract history: $1,198,700.00 original contract sum; $1,191,990.00 after Change Order
No. 1; $1,191,478.31 new contract amount after Change Order No. 2.
On the motion, all present voted yes; motion carried.
Resolution No. 13 -13. A motion was made by Thorpe, seconded by Corbett, to approve
Resolution No. 13 -13, a Resolution Authorizing the Mayor to sign an Amendment to Agreement
for Professional Services for Brookings Regional Airport Project No. AIP #3- 46- 0005 -025 -2012,
Design and Construction of Runway 11/29 Realignment Phase I. All present voted yes; motion
carried.
Resolution No. 13 -13 - Resolution Authorizing the Mayor to Sign an Amendment to Agreement
for Professional Services for Brookings Regional Airport Project No. AIP #3 -46- 0005 - 025 -2012;
Design and Construction of Runway 11/29 Realignment Phase I
Whereas, the City of Brookings desires the construction of the Runway 11/29 Realignment
Project;
Whereas, the City of Brookings desires South Dakota Department of Transportation assistance
with the Brookings Regional Airport Project 3 -46- 0005 -25 -2012;
Whereas, the City of Brookings desires to expand the first phase of the grading for the Runway
11/29 Realignment Project and the City of Brookings desires that this work be added to the
original scope of work for professional services with Helms and Associates for the design and
construction of Runway 11/29 Realignment Phase I including relocation of 6 -Mile Creek with
Bridge, 404 permit wetland mitigation, earthwork /grading, granular fill and gravel base course
and wildlife fencing;
Now Therefore Be It Resolved that the mayor of the City of Brookings is authorized to sign
Amendment Number 1 to the Agreement for Professional Services and other related
documents for Runway 11/29 Realignment Phase I, Regional Airport Project 3-46- 0005 -25-
2012.
Ordinance No. 01 -13. A public hearing was held on Ordinance No. 01 -13, an Ordinance
Rezoning Lots 1 -6, 6A, 7 -15, 15A, 16 -47, and the vacated alley and park lot adjacent thereto, in
Fishback Subdivision; and Lots 4 -7, Block 17, Morehouse Addition from a Residence R -2 District
to a Residence R -1C District. Public Hearing: Scott Peterson spoke against the proposal. Dick
Peterson, Cris ingen and John Hageman spoke in favor. A motion was made by Corbett,
seconded by Kubal, to approve Ordinance No. 01 -13. All present voted yes, except McClemans
voted no; motion carried.
Ordinance No. 02 -13. A public hearing was held on Ordinance No. 02 -13, an Ordinance for a
Conditional Use permit to establish a sorority /fraternity on Lot 4, Block 2, Peterson's First
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Addition (712 Main Avenue). Public Hearing: The applicants and representatives of the sorority
spoke in favor of the proposal. A motion was made by Bezdichek, seconded by Niemeyer, to
approve Ordinance No. 02 -13. A motion was made by Reed, seconded by Thorpe, to amend the
date to August 31, 2014. On the amendment, all present voted yes; motion carried. On the
main motion as amended, all present voted yes; motion carried. A motion was made by Reed,
seconded by Thorpe, directing staff to review the circumstances for when we have possible
change in uses as opposed to willful abandonment and send the city attorney as our
representative in that process. All present voted yes; motion carried.
Resolution No. 14 -13. A public hearing was held on Resolution No. 14 -13, an Resolution upon a
petition to vacate W. 16th Avenue abutting Outlot A in the N 1/2 of Section 27- T110N -R5OW,
Sublot A of Outlot 1 in the NW % of Section 27- T110N -R5OW, and Outlots 1A and 2 in the NE
of Section 28- T110N -R5OW. Public Hearing: Jean Lacher spoke. A motion was made by Kubal,
seconded by Thorpe, to approve Resolution No. 14 -13. All present voted yes; motion carried.
Resolution No. 14 -13 - Street Vacation
Whereas, a petition to vacate has been filed with the City Clerk of the City of Brookings, and
Whereas, the petition was filed in proper form and signed by one hundred percent (100 %) of
the adjacent property owners.
Now, Therefore, Be It Resolved, by the City Council of the City of Brookings that the portion of
West 16th Avenue abutting Outlot A in the N Y2 of Section 27- T110N -R5OW; Sublot A of Outlot 1
in the NW % of Section 27- T110N -R5OW; and Outlots 1A and 2 in the NE % of Section 28- T110N-
R5OW be vacated.
Off -Sale Malt License. A public hearing was held on an Off -Sale Malt Beverage Alcohol License
for the Brookings Brownstone, Inc., dba The Brownstone, Lorraine & Brennan Sullivan, owners,
Lot 7, Block 3, Original Plat Addition, 313 Main Avenue. A motion was made by Bezdichek,
seconded by Niemeyer, to approve an off -sale malt license for the Brownstone. All present
voted yes; Thorpe abstained; motion carried.
Resolution No. 15 -13. A public hearing was held on Resolution No. 15 -13, a Resolution of
Intent to Lease Real Property in Wiese and Freeland Additions. A motion was made by
Bezdichek, seconded by Kubal, to approve Res. No. 15 -13. All present voted yes; motion
carried.
Resolution No. 15 -13 - Resolution of Intent to Lease Real Property
in 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 Foundation Seed Stocks for a period of one
(1) year, commencing on March 9, 2013 and ending March 8, 2014, and pertaining to the
following described property: The designated farmland in the Brookings Wiese Addition, thirty
(30) acres more or less in Section 19, T110N, R49W, and the designated farmland in the
Brookings Freeland Addition, thirty -eight (38) acres more or less in Section 18, T110N, R49W in
the City of Brookings, Brookings County, South Dakota.
The Lease will be an amount of One Hundred Five Dollars ($105.00) per acre for farmland
annually, payable first half on April 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 unit price per acre.
Be It Further Noted that a Public Hearing on this Resolution was held on February 12, 2013 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.
2013 Strategic Plan. A motion was made by Corbett, seconded by Thorpe, to approve the
Proposed 2013 Strategic Plan.
AMENDMENT: A motion was made by Reed, seconded by Corbett, to amend the following:
"Lean Government Services Implementation Pilot Project. Commentary: This initiative involves
a strategic analysis of specific City services and analyzes the process and procedures for
implementing the services with the goal of making service delivery more efficient and effective.
Such analysis seeks to add value to City services through continuous improvement and that
they remain citizen - focused. Adoption of Lean practices involves the adoption of principles,
practices, and methods that eliminate non - value -added activities in the service delivery process
to citizens. Action steps: Identification of staff teams around specific lean project(s); Provide
specialized training to the team(s) about lean practices; Identification of one major,
comprehensive pilot project; Identification of a minimum of two, minor, departmental pilot
projects; and Teams develop /implement lean initiatives for targeted pilot projects. Complete
two projects and report out to the City Council. Create and utilize a Lean project advisory
review board comprised of local industry expertise and staff leadership. Lead staff assignment:
City Manager Jeff Weldon, City Clerk Shari Thornes, and Finance Manager Rita Thompson."
All present voted yes; motion carried
AMENDMENT: A motion was made by Reed, seconded by Thorpe, to amend the following:
Citizen Engagement through Internet and ewe mobile applications. "Commentary: This
initiative would research and launch specific tools designed to increase citizen engagement,
transparency, and provide certain City services through the advent of mobile applications. Such
applications 'mobile -apps= would be specifically tailored to identified City services as well as
facilitating two -way communication, and be a resource for general community information for
residents and visitors. The research would consider current City initiatives including CivicPlus
and the wcbsitc, and select new applications ads to be developed and implemented
consistent with stated goals. Policies and procedures specifically adopted would be an
amendment to the Technology Plan. Partner with other community entities with mobile
applications. Action steps: TBD. Lead staff assignment: City Manager Jeff Weldon, City Clerk
Shari Thornes, and Finance Manager Rita Thompson." All present voted yes; motion carried.
AMENDMENT: A motion was made by Reed, seconded by Thorpe, to amendment the
following: Long -Term Maintenance /Finance plan for Streets. Commentary: While the City
currently has a multi -year schedule for maintenance of existing streets, the schedule should be
expanded beyond the current five years. Research should be done pertaining to the viability of
instituting a pavement management system that provides a scientific "index" of the condition
of streets for enhanced forecasting of scheduled maintenance. The primary two methods of
street maintenance are cracksealing /chipcoating and mill /overlay. In extreme cases, streets
need to be completely re- constructed. Action steps: TBD. Street construction and re-
construction methods will be reviewed to ensure the best life cycle value. Lead staff
assignment: City Engineer Jackie Lanning and Street Superintendent Koss Delfinis
On the main motion as amended, all present voted yes; motion carried.
2013 STRATEGIC PLAN - City of Brookings
Primary issues
1) Comprehensive Long -Range Debt Financial Analysis
Commentary: With the refinancing of the City's debt and the expected continued issuance of
State debt through the SRF program for the storm drainage master plan, as well as anticipated
CIP projects needing debt, an analysis should be undertaken for Tong -range financial
implications beyond the five -year CIP. This analysis needs to consider all existing debt service
obligations as well as City- issued debt on behalf of Brookings Municipal Utilities and Brookings
Health System. Such planning will be necessary to insure prioritize capital projects are
developed and long -range financial stability is preserved.
Action steps: TBD
Lead staff assignment: City Manager Jeff Weldon and Finance Manager Rita Thompson
Technical assistance: Finance Advisor Dougherty & Associates (Toby Morris), BMU /Swiftel CEO
Steve Meyer, and BHS Administrator Jason Merkley
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2) Economic Development Initiatives
Commentary: An on -going project, the economic development initiatives for 2013 are
expected focus on two primary areas; (1) retail development and (2) business recruitment in
the Research Park at South Dakota State University. A parallel economic development initiative
will continue to be the visitor industry through tourism and events. Other on -going economic
development initiatives will be business and industry recruitment and inquiry responses, the
sale of commercial /industrial land in the City's inventory for development, workforce
development, and other aspects of implementing the BEDC strategic plan.
Action steps: TBD
Lead staff assignment: City Manager Jeff Weldon and Community Development Director Mike
Struck
Technical assistance: BEDC Executive Director Al Heuton, Growth Partnership Executive
Director Dwaine Chappel, and CVB Director Jennifer Johnson
3) Lean Government Services Implementation Pilot Project
Commentary: This initiative involves a strategic analysis of specific City services and analyzes
the process and procedures for implementing the services with the goal of making service
delivery more efficient and effective. Such analysis seeks to add value to City services through
continuous improvement and that they remain citizen - focused. Adoption of Lean practices
involves the adoption of principles, practices, and methods that eliminate non - value -added
activities in the service delivery process to citizens.
Action steps: Identification of staff teams around specific lean project(s); Provide specialized
training to the team(s) about lean practices; Identification of one major, comprehensive pilot
project; Identification of a minimum of two, minor, departmental pilot projects; and Teams
develop /implement lean initiatives for targeted pilot projects. Complete two projects and
report out to the City Council.
Lead staff assignment: City Manager Jeff Weldon, City Clerk Shari Thornes, and Finance
Manager Rita Thompson
Create and utilize a Lean project advisory review board comprised of local industry expertise
and staff leadership.
TR /KC -
4) Citizen Engagement through Internet and mobile applications
Commentary: This initiative would research and launch specific tools designed to increase
citizen engagement, transparency, and provide certain City services through the advent of
mobile applications. Such applications would be specifically tailored to identified City services
as well as facilitating two -way communication, and be a resource for general community
information for residents and visitors. The research would consider current City initiatives, and
select new applications to be developed and implemented consistent with stated goals.
Policies and procedures specifically adopted would be an amendment to the Technology Plan.
Partner with other community entities with mobile applications.
Action steps: TBD
Lead staff assignment: City Manager Jeff Weldon, City Clerk Shari Thornes, and Finance
Manager Rita Thompson
5) South Main Avenue Infrastructure Development Project
Commentary: Development of private property along South Main Avenue from 20th Street to
32nd Street represents the next major area for residential development with some supporting
commercial development. Development of this area is consistent with the comprehensive plan
and is one of the few, remaining large tract areas for residential development in the near
future. The only other opportunity for residential growth for the near - future is the continual
build -out of existing subdivisions with in -fill, and residential re- development. This road lacks
the necessary infrastructure to accommodate such development. Additional public amenities
are slated to further support this growing area such as a new elementary school and fire sub-
station. While total build -out will be decades away, interest currently exists for initial
development. This component of the strategic plan provides for developing a District
Transportation /Utility Development Plan for South Main Avenue for subsequent City Council
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consideration. If adopted, this District Plan would be implemented with design in 2013 and
construction in 2014.
Action steps: Submit District Plan to City Council on Feb. 22; Council approval /rejection of
District Plan; and Implementation of steps enumerated in the District Plan.
Lead staff assignment: Community Development Director Mike Struck and City Engineer Jackie
Lanning
6) Space Needs Analysis for Street Department operations
Commentary: The buildings and facilities that comprise the Street Department maintenance
operation have been identified as needing further analysis for on -going structural repair and
future viability. Four buildings comprise the facility at 125 7th Avenue. Three of the four
structures should be examined in detail regarding present condition, anticipated
improvements, and future needs. The fueling facility is nearing the end of its expected life. The
location should also be examined for future viability of serving the community. A central
question would be to determine the extent and scope of future repairs and improvements
needed to the three structures compared to the financial and operational viability of
replacement. This initiative should consider a consolidated facility with the County Highway
Department.
Action steps: Staff identifies issues to be researched relative to the facility, and Research is
initiated on the identified issues and report prepared.
Lead staff assignment: Street Superintendent Koss Delfinis and Community Development
Director Mike Struck
7) Long -Term Maintenance /Finance plan for Streets
Commentary: While the City currently has a multi -year schedule for maintenance of existing
streets, the schedule should be expanded beyond the current five years. Research should be
done pertaining to the viability of instituting a pavement management system that provides a
scientific "index" of the condition of streets for enhanced forecasting of scheduled
maintenance. The primary two methods of street maintenance are cracksealing /chipcoating
and mill /overlay. In extreme cases, streets need to be completely re- constructed.
Action steps: TBD
Street construction and re- construction methods will be reviewed to ensure the best life cycle
value.
Lead staff assignment: City Engineer Jackie Lanning and Street Superintendent Koss Delfinis
Secondary Issues
8) On -going advocacy of 34th Avenue /20th St. improvement project
Commentary: This transportation corridor remains a long -range improvement project deemed
essential for the further growth and development of Brookings. Since it involves an interstate
bridge crossing, federal funding will be necessary for a major portion of project financing. The
current financial viability is not conducive for this to be a short-range project. The City should
continue to incrementally build support for this project with state and federal policymakers
while strengthening local intergovernmental and stakeholder support sustainable over the long
term that will be required for this project.
9) Planning /monitoring involvement with SDDOT on Highway 14 upgrades
Commentary: The South Dakota Department of Transportation (SDDOT) will be undertaking
major reconstruction of Highway 14 from the 'diagonal' to Main Avenue; and planning for
improvements to 14B and future re- construction projects from Main Avenue to 34th Avenue in
future years. The first phase of construction and the planning of subsequent phases will be
done by SDDOT in 2013. As the single -most significant transportation corridor in Brookings, the
City needs to be an active participant with SDDOT in their planning process to insure the best
interests of the community are addressed as SDDOT undertakes this project.
Primary Issues
1) Comprehensive Financial Analysis,
ATTACHMENT
2) Economic Development Initiatives
3) Lean Government Services Pilot Project
4) Citizen Engagement through on -line mobile applications
5) South Main Avenue Infrastructure Development Project
6) Space Needs Analysis for Street Department operations
7) Long -Term Maintenance and Finance plan for Streets
Secondary Issues
8) On -going advocacy of 34th Avenue /20th Street Improvement Project
9) Planning/monitoring involvement with SDDOT on Highway 14 upgrades
Major Staff projects (beyond Strategic Planning items)
Airport improvement project, construction (I), planning (II)- Engineering; Camelot Phase II storm
drainage - Engineering; Rotary Park storm drainage- Engineering; 20th /Medary storm drainage -
Engineering; 32nd Avenue completion, road surface - Engineering; Signalization of 12th St. S. /17th
Ave. S.- Engineering; Gateway Project, Phase II- Community Development; Bel Brands digester
construction - Community Development; Park, Recreation and Forestry Projects - Bob Sheldon
restroom /concession building, Park development, playground equipment five parks, Dakota
Hills Nature Park, complete Phase II, undertake Phases 2 -6, Pheasant Nest dog park,
Comprehensive athletic /recreational field use study; Trail /Pathway plan; amendment to Parks
Master Plan -Com. Dev. /Parks & Rec.; and Ordinance Recodification -City Clerk /City Attorney.
City Council member introduction of topics for future discussion. Council Member Niemeyer
suggested scheduling a demonstration of the Swiftel online directory at the next open study
session.
Adjourn. A motion was made by Corbett, seconded by Kubal, to adjourn. All present voted
yes; motion carried. Meeting adjourned at 8:17 p.m.
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CITY OF BROOKINGS
Art-- b—e-/ei
Tim Reed, Mayor
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