HomeMy WebLinkAboutCCMinutes_2007_09_25 390
Brookings City Council
September 25, 2007
The Brookings City Council held a meeting on Tuesday, September 25,2007 at 5:00 p.m., at City
Hall with the following members present: Mayor Scott Munsterman, Council Members Tom
Bezdichek,Julie Whaley,Mike Bardey,Ryan Brunner,Tim Reed and GingeY Thomson. City
Manager Dennis Falken and City Clerk Shari Thornes were also present. City Attorney Steve
Britzman was absent.
SDSU Trans�ortation Study. Alex Brown,SDSU Student Senate President,briefly reviewed the
"Campus Transit Development Planning: A Case Study Prepaxed for Brookings Area Transit
Authority,"which was prepared by David Ripplinger, Small Urban&Rural Transit Center, Upper
Gteat Plains Txanspoxtation Institute,NDSU,in July 2007.
Brookings Transportation Study Report. David Ripplinger from the Upper Great Plans
TranspoYtation Institute at NDSU pxesented a TranspoYtation Gap Analysis on Ta�Service and
Public TYanspoxtation in Brookings. He said their objective was to identify and provide
recomxnendations regarding passenger transportation funding and oversight alternatives for the City
of Brookings. The end result is a community resource that will assist in future transportarion
planning and funding decisions.
In their study, they found no significant gaps in service,but pleasandy found a moderately high level
of cooxdination of transpoxtation. Some axeas of concern are same-day transportation,intexcity
transportarion,youth and school transportarion,large event transportarion, emergency mitigarion,
signs and way finding. Some potential service opportunities are coordinated same-day
transportation, fixed-YOUte service, and vanpooling.
Their recommendarions to Brookings include: revise the e�sting City Transportarion Funding
Allocation and Oversight Policy,recognize the role of private enterprise, coordinate, funding, and
repoYting.
Ripplinger researched eight communiries in South Dakota of comparable size to Brookings:
Aberdeen,Watertown,Mitchell,Pierre,Yankton, Huton,and Vermillion.
In the communities that offered Taxi Service, four (Aberdeen,Brookings, Huron and Yankton) have
privately-owned Ta�Sexvice,two (Mitchell and Watertown) have city-owned Ta�Service, and 2
(Pierre and Vermillion) don't have Ta�Service. Two (Brookings and Mitchell) have city-funded
Ta�Service. Brookings Ta�Service is privately-owned and Mitchell Taxi Service is City-owned.
In the communities that also offered Public Transportation,seven (Pierre,Aberdeen,Watextown,
Mitchell,Brookings,Yankton, and Vermillion) have city-funded public transportation, one (Mitchell)
is city-owned and the other seven are non-profit organizations. In regards to city-funded monies,
Btookings was fifth with $25,000,whete Pierre was the highest with$89,000 and Vermillion the
lowest with $7,500,with Huron not funding any Public Transportarion.
Some additional recommendarions to Brookings in working on Taxi and Public Transportation
issues are: to establish a coordinated transportation board, to support same-day coordinated service,
to study expanded f�ed-route service, to consider the role of transportation in large event planning,
to consider feasibility of van pool service, and to incorporate transportation in emergency planning.
Munsterman asked if Ripplinger had a funding allocation recommendation. He did not wish to
comment on funding;noting that was a policy matter and each community is different. The Council
needs to do what is best for Brookings. He noted that having a quality cab service is a benefit to the
citizens.
Bardey asked if Easy Cab,the otheY ta�pxovidex,was contacted to paxricipate in the study. Yes,
attempts were made to contact them;however, due to the sporadic nature o£their service Ripplinger
determined there was no impact.
Bezdichek asked about the impact of a central air service or lack of service on the locating of
business and industry. Ripplinger said the report didn't note a negative ixnpact and it would be
beneficial if an airport shuttle service were available.
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I3ardey asked if there wexe recommendations if the Essential Air Service (F.AS) was to end.
Ripplinger said if the EAS is lost there would be some impact. Howevex,when he thinks of gaps of
service he thinks of the needs of low income, elderly, and disabled. Driving to Sioux Falls for air
service isn't a "gap in service" or a hardship.
Thomson ques�ioned why Brookings is the only community pxoviding a subsidy for ta�service.
She contacted the City of Watertown and learned that a pxivate opetator runs the taxi with six
employees 24 hours, seven days a week,without public subsidies. She questioned why it's necessary
for Brookings to subsidize a private ta�company$55,000 per year. Ripplinger said the biggest issue
is that there are many people in Brookings who xely on the ta�ci. There is a place in the
transportation plan for taxi operators. What the city is willing to pay for that service is local. They
also have the capability of leveraging funds to receive additional money through federal sources.
Reed suggested the City could still look at a subsidy but direct it to the need through a discount ride
pass. He said the issue the Council can address right now is the cxeation of a Txansportation Board.
This item will be placed on a work session yet this yeax.
Visitor Promotions Committee Report. Victoria Blatchford,VPC Chairperson,provided the
Council with a brief review of the timeline: July 2005 3`d B Tax went into effect,January 2006
started receiving funds,Apxil 2006 created the committee under Chambex/CVB,May 2006 hited a
Community Events Coordinator,June 2006 created priority acrion steps, February 2007 created
Visitor Promouons Committee, and that brings us to September 2007 where the new"Imagine"
campaign is underway.
The VI'C created sorne action steps to include: retuxn on investment from events and promotions,
proactively pxomote or cxeate sustainable events, communication pipeline of events to coordinate
efforts, and to attract out of town and local consumers as well as businesses.
Within their promotional plan is an intermediate plan through December 2007 or January 2008.
This plan has several goals that include: to build community awareness and increase traffic in
Btookings, to capture dollaxs being spent outside Bxookings, to promote Brookings as a gxeat place
to live,work and play, to be an active part in the visioning process to market Brookings, to be part
of the collaborative effort to fuxther the economic development and growth of our community, and
to develop a long-Yange promottonal plan.
Their current marketing plan platform is "Imagine Life in Brookings, SD." They are currendy using
a website (www.Ima�ineBrookings.com) through the Chamber site www.BrookingsSD.com,
advertising Brookings on two Billboards North and two Billboards South of Brookings along I-29,
promoting local events, and airing television commercial on Keloland Television.
Financials: The 3`d B Tax has been increasing every yeax. Beginning in 1999 with a year end total of
$131,853.13 to August 2007 with a balance to date of$464,026.47.
In the PC Budget, one will notice that thexe was a carry-over of funds from 2006 to 2007. That was
caused by funding that was cut early 2006 and reinstated late 2006,not leaving rime enough
opportunity to spend all allotted dollars. Amounts that were carried over are: Visitor Promotion
Fund $160,354.14, Swiftel Fund $45,000 and Student Fund$26,000.
In 2007, the Corrunittee began the year with $225,000,in addition to the amount caxried over from
2006. In February 2007, the Coimnittee saw structure changes when the Corrunittee became a City
Committee. The Committee is developing methods to use the money to promote Bxookings. The
carry over balances are being utilized to develop a promotional plan through a nuxnber of venues
that will begin community awareness.
The Committee continues to use the money to sponsor events and help develop the events. The
Corrunittee is also developing an immediate promotional plan to attract visitors and promote top of
mind awareness to market Brookings.
As the community visioning process is completed in late 2007, the Committee will develop a long
term promotional campaign for accomplishing the vision and goals set for the community.
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She went through a listing of fi�st time events,reoccurring events, requests, sponsorships, and
shared the dollar figures in regards to projected and actual economic impact on Btookings, as well as
money retained in the community.
Bridgit shared some of the highlights o£her position as Communiry Events Coordinator. Some of
those highlights include: rules and regulations for public meetings,parliamentary procedure,
farmuia for figuring economic impact,how to prepare an applicarion for funding, develop working
telationships with a nunnber of event organizers and take part in the planning and organizing for an
event,marketing, advertising, business writing,public speaking,the pxocess invalved in branding
your ciry, registering and recruiting volunteers, and of course the chance to attend some events I
normally may not have attended.
6:00 P.M. CIT'Y COUNCIL MEETING
Consent A�enda: A motion was made by Whaley, seconded by Bezdichek, to remove Res. 63 from the
consent agenda. All present voted yes;motion carried. A motion was made by Reed, seconded by Whaley,
to approve the consent agenda as amended. All present voted yes;motion carried.
A. Agenda, as amended.
B. Resolution No. 63-07 (REMOVED from Consent Agenda). �
C. Resolution No. 64-07: Resolution Setting the 2008 Storm Drainage Fees.
Resolution No.64-07
5etting the Unit Financial Charge for 2008 Storm Drainage Fees
WHEREAS,Chapter 72,Section 72-1 (b),of Code of Ordinances for the Ciry of Brookings,
provides for setting the unit financial charge of Storm Drainage,by Resolution.
NOW THEREFORE,BE IT RESOLVED that the unit financial charge shall be.00036 for
Storm Drainage purposes.
Resolution No. 63-07—Change Otder. A motion was made by Thomson, seconded by Reed, to
approve Resolution No. 63-07, Change Order No. 1 (CCO#1) for 2007-03SSI Indian Hills
Drainage Project. Discu.c.rion: lY>haley que.rtioned svhat the final appearance of the site svould be and if additional
safety item.r.ruch a.r fence.r ivere�ilanned. Jackie Lannin� City Engineer, .raid once the area i.r.reeded it zvill be mowed
and maintained. The.ride sloper have been adju.rted to make it a.r mobile a.r po.crzble. It u�ill have the appearance of a
grassy swale. To prevent algae build-up, they have in.rtalled additional pipe. On the motion, all present voted
yes;motion carried.
Resolution No.63-07
A Resolution Authorizing Change Order CCO#1 for
2007-03SSI Indian Hills Drainage Project(Rounds Construction,Inc.,Brookings,SD)
Be it resolved by the City Council that the following change oxdex be allowed fox 2007-03SSI,Indian
Hills Drainage Project: Change Order Number 1:Adjust bid quantities to include the addition of the
following items: furnish and install 24"arch RCP and flared ends,fumish and install 6"perforated '
HDPE with rock and geotextile fabric,and work to adjust the weir length on the existing pond,at the
appropriate unit prices as bid for a total increase of$30,726.43.
1S`Reading- Ordinance No 29-07—Conditional Use First reading was held on Ordinance No.
29-07: A conditional use to establish a boardinghouse for four (4) persons on the east 5 feet of Lot
3,all of Lot 4,and the west 10 feet of Lot 5,Block 9,Pleasant Hill Addition (1010 1st Street).
Public Hearing: October 9`''
18f Reading- Ordinance No. 30-07—Signs. First reading was held on Ordinance No. 30-07:
Amendments to the Zoning Ordinance pertaining to signs. Public Hearing: October 9`�
1g`Reading- Ordinance No. 31-07—Rezone First reading was held on Ordinance No. 31-07:
Action to rezone the west 1,920 feet of the north 1,320 feet of the SE '/a of Section 18-T110N-
R49W from an A Agricultural District to an Industrial I-1 District(north of Hwy 14 By-pass and
east of I-29). Public Hearing: October 9`h
2"a Reading- Ordinance No. 27-47 —Budget A motion was made by Reed, seconded by
Thomson, to approve Ordinance No. 27-07: Fiscal Year 2008 Appropriation Ordinance, an
Ordinance appropriating monies to fund the necessary expenditures and liabilities o�the city of
Brookings for the 2008 Fiscal Year and providing for the annual tax levy and annual tax for all
funds.
Di.rcu.r.rion: Reed noted that svhen he made a motion at a previou.r meeting to add funding for code enforcement, they
had da:rcus.ced the funding coming out of.ru�plu.r or unde�ignated fund.r an�added back in as revenue. He questioned
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the current reporting method becau.re it i.cn't clear that re.cerve funds are being u.red. Mun.cterman.raid it 2va.r okay for
thi.ryear, 6ut if thi.c i.r an ongoing i.rsue it urill require further discu,r.rion nextyear.
AMENDMENT: A motion was made by Thomson, seconded by Bezdichek, to reduce the
taxi subsidy by$25,000 and reallocate those funds to the Brookings Area Transit Authority.
Di.rcu.r.rion: Thom,ron.raid.rhe doe.rn't.ree avhy the taxz need.r,�'SS,000 fram the czty to operate u�hen the city of
UWatertozvn doesn't sub.ridi�e their ta.xi anything and they give,�'40,000 to public tran.rit. She didn't think the
Brookings Taxi iva,c daing bu.cine.c,r a,r svell a,r it could be. If there i.c Federal money that could be leveraged, she'd like
to see more coordinated�ort.r and a�ero.rub.ridy eventually.
Rita Thomp.con, City.Finance Manager, noted that the Tran,rportation Study pre.rentation heard earlier in the meeting
recommended more di.rcx.c.rion a�out the tran.rportation i.r.rue. She,raid the changepropo.red by CouncilMember
Thom.ron wouldrr't�zguir�arr arr�endment to the budget ordinance. All fund.r related to tran.+porZation could be a.r one
line item and the Council could decide at a later date hoiv to distribute it.
AMENDMENT: A motion was made by Thomson, seconded by Bezdichek, to amend her
motion to rernove line item money for the Taxi and BATA and move it into the "other
transportation" line for a total of$85,733.
Falken.caid it will be important for the City Courrcil to meet and di.rcu.rs thi.r i.rrue. The�havt beerr many change.r to
the tran.rportation,ry,rtem over theyear.r and there are rea.ron.r why it i.r,rub.ridi�ed. One of�vhich i.r to kee�i the rate.r
lozv for the citi�en.r in need. They could certainly charge more for fare.r;hoavever, they are providing a senrice. Then are
a number of�ieople 2vho requir�the ta�ri for tran.rportation to work and to medical a[�pointment.c. He ha.r met urith
repre,rentative.r of B�TA and the Taxi and left them to Zvork out the i,r,rue.r. It',r po.r.cible that the taxi could become
an arm of B�iT� and u.re the.came funding.rources. He noted that the taxi company i.rn'tgetting rich by the.rub,cidy.
He avouldn't zvant to take asvay�'25,000 from their annual funds zvithout meeting with them.
Bartley agreed and the taxi ha.r a bu.rine.r,r plan that i.r.rtructured for theyear. This action could cause them to clo.ce
doavn. He recommended leaving the arrangement a.r it is becau,re there are several area.c of policy the Council need.r to
review.
Reed thought there zvere many other things that could be done.ruch a.r providing vehicle.c to the com1bany through
Federal fund.r or,cub.ridi�ing the rider,r. He recommended getting a Transj�ortation Board u�i and running and�vork
over next,rix rrtonth.r to decide hoav to go forlvard with funding.
Bartley noted that.Federal funding application.r are a year out and.ro i.r thi.r i.r.rue. The City need.r to move toward
central tran.rportation and it svould be,rhort.rited to pick on one part or bu.rines.r.
Thom.ron felt anyone a.r.ruming that lheir funcling applications ivould be adopted u�a.r mak,ing a mi.ctake. They.rhould
be operating ivith a,r,rumption that they avill get fund.r but don't knou�for sure. Bartley sva.r concerned that the
repre.centative,r of the taxi weren't at the meeting to defend themselves and for that reaaon it svouldn't be a fair decz,rion.
Falken noted that the co.rt of carc i.rn't the i.r.rue, it'.r the g�berating cost.r of the emlbloyee.r and in.rurance that'r the
problem.
On the amendment, all present voted yes;motion carried.
Bartley asked for clarification on what was changed in the budget to adjust for the$75,000 of
funding for the Boys and Girls Club. Rita Thompson noted the following changes: increased the
transfer from the liquor fund by$30,000, decreased the City ManageYS Contingency by$7,000,
decreased the Contingency by$20,000, decteased the Communiry Cultutal Subsidy by$2,000, and
decreased the School Districts Subsidy by$16,000.
Bartley asked if there was any consideration to using Third B money for the Boys & Girls Club.
Thompson said no,but Watertown does subsidize theix Club with Third B funds but doesn't know
if our ordinance would allow it. Munsterman said the City oxdinance fouows state law and felt it
would be a stretch to allow funding the club. Bardey asked if the city wYOte something more
restrictive. Thompson said the Ciry's ordinance mirYOxs state law and was amended slighdy allowing
funds for emergency capital needs.
Munsterman said the T"hixd B state law defines use and recommended the entire Council review that
law again.
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Thompson noted that the Watertown club is unique in that the City gave $400,000 for a recreation
centet and their city recreation program uses that facility. It's a totally different structure than ours.
The Council asked that the City Attorney review the issue.
Bartley said the City Council needs to look at a policy at a future work session concerning what the
City is willing to spend on these activities. He suggested funding by category. He also expressed
concern about providing funds to organizations that compete with city programs. Munsterman
agreed and said the Council should also discuss the school district funding.
Bezdichek felt further review of the agreement between the school and Brookings Municipal
Utilities was needed. Thompson noted that the funding levels used to be six percent of the gross
revenues,but now it's based on reserves from the capital plan.
On the motion to approve (as amended), all present voted yes;motion carried.
2"a Reading- Ordinance No. 28-07—Conditional Use A motion was made by Baxdey,
seconded by Whaley, to approve Ordinance No. 28-07: A conditional use to establish a 4-unit
apartment in the Residence R-2 District on Lots 1 and 2,Block 2,Timberline Addition (404/406
and 410/412 Telluride Lane). All pxesent voted yes;motion carried.
Resolution No. 65-07—Cauital Assets A motion was made by Thomson, seconded by Whaley,
to approve Resolution No. 65-07,a policy regarding Capital Assets.
Resolution No.65-07—Capital Asset Policy
Whexeas,the City of Biookings is committed to maintaining accountability of all property under its
control,and
Whereas,it is therefore necessary to provide a standard method of maintauung xecoids fox capital
assets of the City and to insure that all City departrnents comply.
NOW THEREFORE,BE IT RESOLVED by the City of Brookings,South Dakota that the
following Capital Assets Policy be adopted to provide control and accountability over all capital assets
of the City.
CITY OF BROOKINGS CAPITAL ASSET POLICY
The purpose of this capital asset policy to 1)to provide control and accountability ovex capital assets,
2)to provide uniform procedures for furnishing information needed for effective analysis and control
of capital expenditures,and 3) to provide a data base of inventory information to meet the xeporting
needs for the preparation of the Cities financial statements.
The BeneFits of Inventory System:
1. Property control and accountability through a comprehensive cirywide inventory
system.
2. Improved equipment utilization through control and identification of capifal assets.
3. Database to meet the GAAP,Federal grants and City of Brookings requirements.
4. Data base to meet requirements of proper risk management and provide basis for
identifying equipment for the Ciry's insurance.
5. Basis for management to project and budget futute capital xeplacement zequirements.
The Finance Depaxtment is xequited to:
1. Establish a Generally Accepted Accounting Principles(GAAP)based accounting
system and procedures to ensure the cities assets,inciuding capital assets,are properly
accounted for.
2. To provide a standard method of maintaining records for the cities owned equipment
that city departments must follow.
3. To provide for the maintenance of an inventory of city owned or controlled land
resources by the City.
Policies differ in cases of absolute title and residual tide.
1. When an external entity,such as the federal government retains residual tide to a capital
asset it will be included in the capital asset inventory(tifle remains at the disposal of the
governmental authority after a delegation).
2. This includes capital on lease or long-term loan.
3. Temporaty custodial responsibility or tide shall not be considered absolute and should
not be included as the cities capital asset.
Component units of the city must designate,in writing;one or moie persons to be responsible fox
maintaining and safeguarding the component unit's capital assets. The component unit is responsible
for developing internal policies and procedures to protect and control the use of all capital assets.
Capitai projects will be tcacked within a work in pxogtess nuxnber assigned by the Finance
Department. At the completion of the project the department in charge will:
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a) Break down the pxoject into the propex categories to be added into the capital assets
inventory.
b) The Finance Office enters the above information in the Capital Assets Management
System.
1) General Guidelines/Applicable Policies
The City of$rookings requires all depaxtments to be accountable for all pxoperty under its control.
(a) In accoxdance with state and federal guidelines,the cuxrent threshold for which an
inventory of capital assets is maintained is$5,000 unless conditions of a grant require a
lowex threshold or assets of less value are subject to high rate of theft.
(b) The enterprise funds will continue to depreciate equipment purchased prior to 2003 in
the same manner as previous to this policy until the equipment is fully depreciated.
(c) The City's Departments responsibilities are to be accountable Eor all pxoperty un,der its
control.
2) Department Responsibilities
The departments have an important role in the maintenance of an accurate,up-to-date inventory
system. Adherence to the following guidelines helps to ensuxe that depaxtmental inventory xecords
are as accurate and complete as possible.
(a) Entering correct information on purchases through the Accounts Payable(AP) system.
� Most of the data recotded on the Capital Assets system is taken direcdy ftom the
vouchers. Correct coding by departments avoids the need for later coxrections.
(b) Proper coding of capital assets expenditures. Equipment purchases must be coded with
a"5"and"900"expenditure object. Use of an object code outside the 5-900 ranges
incxeases the possibility that the asset will be omitted from the CAP system.
(c) Entering coxtect asset location,serial nuxnbers,make,etc on vouchet saves considerable
time and effort.
3) Capital Assets-Additions
This statement explains the procedures fox the addition of assets to the Capital Assets Management
System.
(a) All capital equiprnent,regardless of whethet the items are loaned to or owned by the
City,must be included on the Capital Assets Management System. Additions of capital
assets are generated by accounts payable,donations to the City,or equipment loans or
private sources.
(b) The Finance Office is provided with copies and documents relating to the equipment
purchases. (i.e.cost,fait market value,serial numbers,model numbers,building/xoom
location of assets)
(c) The Finance Office enters the above information in the Capital Assets Management
System.
4) Capital Assets-Retirement
(a) Property unfit for use by reason of age,wear,tear,ox otherwise and is beyond repair will
be detertnined by City Mana�er and City Council. A note shall be given to the Finance
Office to be entered into the Capital Assets Management System for that year of the
condemnation of such property.
(b) Auctions or sealed bids for sale of unfit pxoperty is xequired. The property described on
page 2 in 4 a) shall be sold only for cash at public auction ox upon opening of sealed
bids
(1) The notice of the sale shall be published in the newspaper stating the following:
✓ A day on which the sale is to be made(at least fifteen days after first
publication)
✓ Location where such auction will be held,or a place where offexs or bids
will be received(which day shall be at least 6fteen days from the firsk
publication of the notice).
✓ The right to reject any or all bids shall be reserved.
(c) All money derived from the sale of public personal pxoperty shall be deposited to the
City.
(d) Recoxd retention. Departments should retain copies of surplus pxoperty forms,assets
transfer form,stolen property reports and any other documentation regarding
equipment dispositions. T'he infoxmation must be retained by the department fox
verification purposes until the Finance Office removes the item from the department's
inventory. Lost ox destxoyed property is to be noted in the inventory. An item is
considered stolen when it has been illegally removed from its designated location. Send
the Finance Office a copy of the stolen property xeport.
5) Capital Assets-Transfers
This statement explains the procedures for the transfer of assets in the Capital Assets Management
System. Txansfers are recorded on the City's inventory when thexe is a permanent change in asset
� location or physical custody. (i.e. from one department to another). If the equipment is temporarily
loaned or relocated and the intention is to reclaun the item in the neac future,the asset record need
not be changed
a) The physical custody of equipment is the xes�onsibility of the department. All txansfer
data submitted to Finance Office must be accurate in order to ensure the reliability of
the City's inventory.
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b) Fill out the Equipment Transfer Disposition Request Form showing the old location
and the new location. The form must be signed and dated by department head for the
new location.
6) Capital Assets-Home Use of Equipment �
This statement explains the procedures for notifying the Finance Office of equipment being used at
home by management and staff. City management and staff may use equipment that is the property
of the City at home,provided the following criteria are met:
a) Use of the equipment at home will not interfere with the operational needs of the
department.
b) T'he appropriate department head appxoves home use.
c) The equipment is used for City business only.
d) Individuals who receive approval to remove equipment from the City fox use at home
for a period greater than 30 days should complete the Equipment Tracking Home Use
Authorization Form. T'his form must be completed on any piece of equipment that is
taken home regardless of the cost of the equipment or whether the asset is tagged.
e) The first half of the form should be filled out when an employee is approved to use City
equipment in his or her home for a period greater than 30 days. The original should be
kept in the department's files and a copy should be given to the employee. Once the
equipment has tetumed to the City,the department should complete the bottom half of
the original form that was retained in the departmental files.
� If the use of City equipment is less than 30days,then department should keep an
internal record of equipment that has been approved for use off city property. The list
should include a description of the equipment,the asset number,serial number,and the
individuals name using the equipment,where the equipment is being used and the
expected retum date.
� Capital Assets-Storage of Equipment on Privately Owned/Leased Premises
T'his statement explains the procedures for requesting storage of assets at off-city locations that
are privately owned or leased to the City.
a) In order to maintain accurate inventory records and comply with asset control
ptoceduxes,the Finance Office must be awaxe of approved storage of equipment at off-
city locations. City personnel should anticipate storage needs in advance in order to
obtain the proper approvals before removing the assets from the City.
b) Fill out a request storage of assets at locations that are privately owned or leased to the
City. The form must be signed by the City Manager and the Department Head and
foiwarded to the Finance Office.
8) Capital Assets-Gifts-in-kind
This statement explains the procedures for reporting equipment and other assets donated to the City.
a) All capital assets that aze donated to the City must be included in the Capital Assets
System inventory. It is the responsibility of each departrnent head to notify the Finance
Office when equipment and other assets are donated to the City.
b) When donated items axe xeceived by departments,the pertinent sections of the
Notification of Gift For must be completed and forwarded to the Finance Office. The
Finance Office will record the information on its Capital Assets System. .
9) Capital Assets-Annual Equipment Inventory
This statement provides policies and procedures relating to the annual physical inventory of capital
assets conducted by departrnents.
a) State regulations require the Ciry to take an annual equipment inventory. Each
department is responsible for verifying information about its own inventory and making
all changes and corrections and forwarding them to the Finance Office.
b) The Finance Office distributes annual inventory reports and instructions�to departments
in December of each year. All inventory reports are due back to Finance by January
11�.
c) All changes and corrections should be made direcdy on the inventory printout. The
department should keep a copy and send rhe original of the completed printout to the
Finance Departxnent.
d) Use the departmental inventory printout to conduct a room-by-room equipment
verification. Please verify all information on the report.
10) Capital Assets-UsefW lives
(a) Depreciation is the systematic and rational allocation of the historical cost of a capital
asset over its estimated useful service life.
(1) Buildings/Permanent structures 50 years
(2) Buildings/Portable structures 25 years
(3) Buildings/Excavation SQ yeats
(4) Buildings/Foundation 50 years
(5) BuildingsjFrame 50 years
(b) Buildings/Floor structure 50 years
('7) Buildings/F1oor covering 15 years �
(8) Buildings/Carpeting 10 years
(9) Buildings/Computer flooring 10 years
(10) Buildings/Exterior walls 50 yeaxs
(11) Buildings/Roof cover 10 years •
397
(12) Buildings/Interior construction 15 yeaxs
(13) Buildings/Interior renovation 10 years
(14) Buildings/Ceiling finish 10 years
(15) Buildings/Plumbing 20 years
(16} Buildings/HVAC 20 years
(17) Buildings/Electrical 20 years
(18) Buildings/Fite system 25 yeazs
(19) Buildings/Elevatox 20 years
(20) Land Improvements
(i) Fencing,gates 35 yeaxs
(ii) Landscaping 10 yeaxs
(iii) Outside sprinkler system 25 years
� (iv) Athletic fields 40 years
(v) Soccer Fields 40 yeaxs
(vi) Golf Courses 40 years
(vii) Septic systems 15 years
(viri) Underground tanks 30 years
(ix) Stadiums 45 yeaxs
(x) Swimming Pools 40 years
(xi) Tennis Couxts 20 years
(xii) Fountains 20 years
(xui) Retaining walls 20 years
(xiv) Bleachers 20 yeais
(xv) Sports lighting 30 yeaxs
(xvi) Running track 30 years
(xvri) Playground equipment 20 years
(21) Outdoor lighting 20 years
(22) Roadways/Dirt 10 years
(23) Roadways/Gravel 15 years
(24) Roadways/Concrete 40 yeaxs
' (25) Roadways/Asphaltic Concrete 30 yeaxs
(26) Roadways/Brick or Stone 50 years
(27) Alleys/Concrete 40 years
(28) Alleys/Asphaltic Concrete 25 yeaxs
(29) Alleys/Dirt 10 years
(30) Alleys/Gravel 15 years
(31) Alleys/Brick or Stone 50 years
(32) Road Signage 10 years
(33) Electronic Stxeet Signals 15 years
(34) Bike Jogging Paths/Dixt 10 years
(35) Bike Jogging Paths/Gravel 15 years
{36) Bike Jogging Paths/Concrete 30 years
(37) Bike Jogging Paths/Asphalt 20 years
(38) Bike Jogging Paths/Composite rubber 7 years
(39) Bike Jogging Paths/Brick or stone 50 years
(40) Sidewalks/Concrete 30 years
(41) Sidewalks/Asphalt 25 yeats
(42) Sidewalks/Gravel 10 years
(43) Sidewalks/Brick or Stone 45 years
(44) Parking Lots/Concrete 35 yeaxs
(45) Parking Lots/Asphalt 20 years
(46) Parking Lots/Gravel 10 years
(47) Paxking Lots/Brick or Stone 45 years
(48) Airport Runways 30 years
(49) Bridges/Continuous Concrete 50 years
(50) Bridges/Prestressed Concrete 45 years
(51) Bridges/Steel with Truss 50 yeaxs
(52) Bridges/Steel Without Truss 45 years
(53) Bridges/Timber/wood 30 years
(54) Bridges/Pedestrian/Steel 30 years
(55) Bridges/Pedestrian/Concrete 30 years
(SG) Bridges/Pedestrian/Wood 25 years
(57) Major Culverts/Concrete 40 yeaxs
(i) Precast box,precast elliptical
Cast in place
(58) I�fajor Culvetts/Concrete pre stress 40 years
(59) Major Culverts/Timber log treated 30 years `
(60) Major Culverts/Steei 30 years
(i) Corrugated xound,Corrugated
Bottomless arch
(61) Small Culverts/Plastic 25 yeaxs
(G2) Small Culverts/Cast Iron 30 years
(63) Small Culverts/Metal corrugated 30 years
(64) Small Culverts/Concrete 50 years
(65) Storm Drains/Plastic 25 years
(66) Storm Drains/Cast Iron 30 years
398
(67) Storm Drains/Metal Cotrugated 30 years
(68) Storm Drains/Concrete 40 years
(69) Stoxm Drainsf Ditch/Trench 100 years
(70) Moveable Equipment
(i) Athledc equipment 10 years
(n) Appliances/food service equipment 1Q yeaxs
(ni) Audio visual equipment 7 years
(iv) Books 7 years
(v) Multi-media materials 7 years
(vi) Business machines 7 years
(vii) Communications equipment 10 yeaxs
(viii) Computer software 5 years
(ix) ContractorsJconstruction equipment 12 years
a. Sweepers 10 years
b. Garbage truck—reax loader 10 years
c. Garbage truck—automated loader 8 years
d. Landfill crawler loader 5 years
e. Landfill compattox 5 years
f. Landfill wheei loader 5 years
(x) Computer equipment 5 yeaxs
(xi) Fire department equipment 12 years
(xii) Fumiture 20 years
(xui) Gxounds/equipment 10 yeacs
(xiv) Law enforcement equipment 5 years
(xv) Licensed vehicles 10 years
(xvi) Police Patrol vehicles 3 years or 100,000 miles
(�) Police vehicles 4 years
(xviii) Machinery and tools 15 yeaxs
(arix) Outdoors recreational equipment 15 years
(�) Stage and auditorium equipment 20 years
(xxi) Custodial equipment 15 years
(xxii) Photocopiers 5 years
(xxni) Sculptuxes/Wood 20 years
(�civ) Sculptuies/Stone 30 years
(71)Land611—Excavation of Cells(estimated#of yeaxs to 611 excavation)
(72)Landfill—I,eachate System(estimated life of landfill) ,
(73)Landfill—Liners(estimated life of landfill)
(74)Landfill—Test Wells(estimated life of landfill plus 30 years)
11) Forms
a) Capital Asset Purchases
b) Equipment Transfei Disposition Request
c) Storage of Equipment on Privately owned/Leased Premises
d) Equipment tracking home use authorization �
Executive Session. A motion was made by Thomson, seconded by Whaley, to enter into executive
session at 7:24 p.m. for the purposes of personnel matters with the Council,Manager, Clerk and
Human Resources Director present. All present voted yes;motion carried. A motion was made by
Whaley, seconded by Thomson, to leave executive session at 7:45 p.m. All present voted yes;
motion carried. .
Adjourn. A motion was made by Brunner, seconded by Whaley, to adjourn. All present voted yes;
motion carried. Meeting adjourned at 7:45 p.m.
rookings
o�� °�j,",�,�"F�BR�o S D. unsterman,Mayor
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ari Thornes,City Cler