HomeMy WebLinkAboutCCMinutes_2002_12_09 oz7
Brookings City Council
December 9, 2002
The Brookings City Council convened in a planning session on Monday, December 9, 2002 at
3:00 p.m. in the meeting room at City Hall with the following members present: Mayor Virgil
Herriott, Council Members Mike McClemans, Tom Bozied, Scott Munsterman, Doris Roden,
Zeno W. Wicks III (left at 6:00 p.m.), and Sam Artz. City Manager Michael Williams, City
Attorney Steve Britzman and City Clerk Shari Thornes were also present. Mayor Herriott called
the meeting to order 3:00 p.m. Motion was made by Roden, seconded by McClemans, to
adjourn by 7:00 p.m. All present voted yes; motion carried.
Report bv Brookings Historic Preservation Commission. Pat Fishback, Commission
Chairman, reported on the commission's recent activities that included the monthly Picture This
project, new Commercial District plaque signage, historic district street signage, the University
District walking tour brochure, and the corrunission ordinance revisions. No action was taken.
Senior Citizen Advisorv Committee Renort. Chuck Blazey, Committee Chairman, reviewed
the written report provided in the Council packet.
Funding/Parmershi�v Recommendations:
1. Committee discussion with the city manager revealed the best source of firnding
would be the second pereny sales tax.
2. Grants: More grants are available for programming and activities than for
facidities. Special c�ppropriations and/or community development black grants
should be pzrrsued.
3. Supportive sources of,funding from membership dues, donations, or special
events.
4. The current Senior Citizens, Inc. has some fi�nds which might be useful in
fz�rnishing and decorating a new facility.
Operations and Programming Recommendations:
1. A full time trained or experienced director be empdoyed to insure contim�ity in
pdanning the activiiies and programs, to coordinate cmd oversee,financial
operations and to generally�rovide professional guidance and direction to the
Board of Directors.
2. Center membershi�would be open to age 18 years old and oi�er.
3. A broad range of activities to be available, including but not limited to,
arts/crafts, discussion groups, with special attention given to meeting the
changing social/recreational needs and expectations of the senior population.
4. The Board of Directors is representative of the Brookings community, included
but limited to government, education, business, service clubs, and churches. This
board would take on a new and expanded role for the Senior Center,perhaps
after review ar�d revision of the Senior Citizen, Inc. bylaws.
5. A contest would be conducted to name the new facility.
Buildin�/Grounds Recommendation.
After review of seven possible locations(present building, Brookings Hospital area,
MultiPlex,former Catholic Church, Country General Store, United Retirement Center,
State Highway Building), there was u�zanimous recommendation by the 10 members
attending that the Center be located on the United Retirement Center camprrs. The
advantages cited by the committee inclr�ded the property is at no cost with a 99 year
lease, available parking, the new facility would meet presettt/fr�tt�re needs, downtown
location, new facility allows optimal design and dayout possibilities with room for
expansion.
See the December 9`�Council packet for a complete copy of the Committee's report and
attachments. The committee was commended for their hard work on this report. The Council
decided not to disband the committee at this point. A formal funding request for second penny
money has not been prepared. No action was taken.
Appointment Process for Boards. Committees and Commissions. This item was added to
the agenda by Mayor Herriott. The charter specifies the following pertaining to appointments:
Section 2.03—Mayor. The Mayor shall have the powers and c�i�ties as a
Council Member, including the power to vote, and in addition, shall preside at
the meetings of the Council, represent the City in intergovernme»tal
o � s �
relationships, �point ivith the advice and consent of the Council the
members of citi en advisorv boards, committees, and commissions,�reseyit
afi atltlrial stcrte of the City message, a�id perforrn other dr�ties specifred by the
Cozincil. The Mayor shall be recognized as head of the governmetlt for czll
ceremonial prirposes and by the Governor for the�nirpose of military lcnv. The
Mayor shall have no administrative duties. The Council shall elect armuaTly,
from amorzg its members, a Deprrty Mcryor x�ho shall act as Mayor during tl7e
absence or the disability of the Mayo�, or until a vacancy in the o,ffrce of
Mayor is�lled.
At the February 2002 retreat the Council identified a goal to write an appointment process which
was completed and reviewed on April 1, 2002.
Mayor Herriott currently advises the Council of the nominees he intends to appoint and requests
Council comments about the proposed nominees. There was discussion regarding the meaning
of the phrase of"advice and consent". It was clarified that the council doesn't have the power
to nominate and appoint. Members of the Council requested the Mayor submit the list of new
applicants and those on file in addition to his nominee recommendation. The Mayor should also
include a statement in his recommendation that the complete applications are on file at the City
Clerk's Office. It was noted that the Mayor's appointment process is an implementation of a
charter responsibility and doesn't require council approval. The Council requested the list of all
those who have applied or on file in addition to the Mayor's nominee at the time of review to
provide advice and consent. Action on the appointments currently scheduled for the December
l Oth meeting will be delayed until December 17th. The Mayor will clarify the third point in the
appointment process for Council review at a future planning session ("The Mayor shall invite
appointment nominee recommendations from the City Council.").
There was discussion regarding term limitations on various boards. This issue along with board
composition will be added to the list of topics for the Council retreat.
The City Attorney clarified that the Council under the law reserves the right to provide advice
and consent at the time of confirmation or approval. Comments to the mayor earlier doesn't
take away the right to make comments at that meeting.
Citv of Brookings issues list for Brookings Dav at the Legislature(Jan 21gt). The Council
identified the following topics to discuss with the legislators on December 17 and January 21�`:
local control of liquor licenses operating agreements, student meal plan exemption from Third B,
Research Park funding, Department af Revenue tax information, and a sales tax food exemption.
Citv Council Retreat dates. The Council provided possible dates for the annual Council
planning retreat. The City Manager will make the arrangements.
Communitv Visioning Process (Center for Civic Participation and Leadershiq). A
consensus was not reached. Additional information including examples from other communities
and a process outline is needed. No action was taken.
Senator Johnson Visit. Senator Tim Johnson will be in Brookings on Saturday, December
14�'. He wants to meet with the Council and economic development representatives at City
Hall at 2:00 p.m.
Research and Technolosv Center Policv. The City Mana�er developed the following draft
policy based on Council discussion at the last planning session. City of BrookingslPolicy on the
Research and Technology Center
DRAFT Speci�c Policy (prepared by�chael �lli�ms, City Manager)
Lease agreements for space in the RcP�T Center shald be for three year periods.
The first lease shall begin at 75%of market value reach�ng 85%of market at the
end of the three year lease. If a second lease is executed the lease shall reach
1 DO%of market ralue at the end of the lease. If a third lease is executed the lease
shall reach IIS%of market value at the end of the lease.
Future lease agreements are not expected to include the City's fu»ding of
improvements to the building, because the building is 100%finished. The City
Manager is prohibited from entering into lease agreements reqziiring the City to
make major improvements without Council approval.
The R&T Center is to be operated as an enterprise fr�nd The City Manager is to
budget any excess income within the fund to an economic development reserve
u�7d. T�ie Cit Mana er m not bypass Council jr�dgment when deviating from O � �
.f Y g �J'
this policy.
Policy B�cckground
Economic Development is a Key Pe�forma�ice Area for the City arzd appeaf•s if1
the Mission Statement as `fostering a diverse economic base. " One compofze��t
of a comprehensive economic development program is incubator space, atzd start-
up space.f'or raew business and indzrstry. Also,part of a comprehe»sive eco»omic
developnterrt program is tax incentives for newly constrt�cted business a�1d
industrial facilities. Lastl,y, the City must have available industrial development
larid for a reasoriable cost.
Iri Brookings, the City owras two buildings to assrs[start-up businesses, Brookings
County has adopted a Discretionary Tax Formula covering commercial and
industriad building as an incentive to business and industry to build, cmd the City
of Brookings owns ample industrial development property to sell at a price below
market. Along with its conzprehejrsive economic development program, the City
of Brookings has adopted this policy to provide a "continuum of assistance" to a
new business or industry in the City of Brookings.
The Economic Development Center(EDC) is owned by the City of Brookings and
leased to the Economic Development Center(EDC). The lease to the EDC states,
in part, that the purpose of the building is to provide for assistance in advertising,
budgeting and marketing for new industries and small business; and to offer any
physical facility or facilities for sz�blease to businesses or industries during their
product development or start-up period, including shared support services.
Incubator tenants receive shared support services such as mail pick-up,
photocopying, some receptionist services,parking, some clerical services, use of
postage meter, use of shared rooms(conference, break room, bathrooms), and
some managerial and technical counseling. Leases are expected to be one or two
years.f'or a start-up period only. Lease amounts at the EDC are typically dess
than 70%of market. Upon completion of start-up, the business is expected to be
independent or be able to move into the R&T Center.
The City of Brookings manages the Research arrd Technology Center(R�iT
Center). The R&T Center was built as an Agricultural Business and Research
Incubator. It is an incubator, but for more established and larger businesses than
those that might be located in the EDC Building. There are no shcrred services,
but some shared space. The rent is expected to be under-market for a new tenant
with increasing amounts until the rent is actually over market to encourage the
tenant to�nd privately owned space or bi�ild its own space. The purpose of the
R&T Center is to facilitate the start-up of agricrrltural and research based
business and industry. Tenants are not expected to lease for more than six years,
thereby encouraging the tenants to construct their own buildings or lease from the
private sector. Also, space should be available to assist other start-r�p bz�sirresses
for location in Brookings.
The City of Brookings, thro�rgh BEDC, offers industrial developmerrt land at a
price below rraarket. A new industrial or commercial building in Brookings is
subjected to a five year graduated tax liability. Again,providing an advcrntage to
the new business or cm incentive to an existing business to build or expand.
Changing the title was recommended because it is a policy of all infrastructure. Eliminating the
title of"policy background" was also suggested. The Manager was commended on the
document. The City Manager will bring back a method of implementation to the Council. No
action was taken.
Economic Development. The Council's current policy statement pertaining to Economic
Development is as follows:
City of Brookings
Ends Policy 4, Economic Development
Establishing what is to be done,for whom, at what cost, cmd
executive limitations to deftne unacceptable means
Economic Development-Key Performance Area
030 �
Ecottomic Developme�tt and expansion is cofisidered a key performance
area by the Brookirrgs City Cozencil, afrd appecrrs iri the Mission.S'tcrte»tefit
as `fostering a diverse economic base. "
The Coraicil's priority is to be infll�ential in the continr�ed expansion of
economic developmerit in Brookings. In order for a�iy organization to obtaif�
fiinding from the City of Brookings to pursz�e economic development, the
Council may establish criteria and requireme�its that must be met prior to
obtaining f ends.
The Couttcil reqtiests the Brooki�rgs Eco�aomic Development Corporation
update progress and plans to the Council on a monthly basis, in writing.
Williams recommended the Council develop an ends statement using the governance model to
provide the City Manager and economic development entities with direction. The Council must
also monitor what is happening. The Council reviewed the manager's proposed statement.
"A healthy economy, ample employmem, rising sales tax reverrues which is
the product of a collaborative, cooperative approach from the erttities
responsible for economic development in Brookings with an emphasis on
industrial and commercial development, downtown redevelopment, cnad
toirrism." ,
Possible executive limitations sueh as: After the Council approves a
budget, the eity manager will not issue funds to any entity that is not
demonstrating collaboration and cooperation.
Wicks left the meeting at 6:00 p.m. Each council member will identify the
desired ends. Other topics suggested were affordable housing, transportation,
and community promotion.
Street Develoument Policv. The Council reviewed the following draft policy options as
presented by the City Manager:
�tions�'or 20th Street South (ONLY)
1. Assess the remaining work on a front foot basis($20 per side per,f'oot)
a. normad cost of a residential street is nearer to$34
b. SS%of frontage can stop assessment
c. projeet ean be done in seetions
2. Defer assessment with no interest to a time of development or date sr�ch as 5-10 years
,from now
a. adequate funds exist in assessment fund to carry the project for a time
b. probabdy get good reception from owners who know the cost of an assessment will
need to be paid eventually
e. if owners think City will do it free if they object to paying this could fail
3. Because ZOth St S is a Minor Arteriad the City coteld set a precedent and pay all the costs
a. we used urban,�'unds to do grading, eurb, sidewalk cmd gravel already
b. assessment fund could handle the cost and still be viable,f'or futt�re projects
c. if urban funds were r�sed we would have to get the state to program this into next yecrrs
projects and it is too Ic�t� to accomplish this in 2003 (have to be in 2004)
O.ptions for All Streets
1. Currently ald properties are assessed for the cost of a regudar residential street including
r�tilities:
a. city pays cost of extra width and fhickness
b. we do not assess for projects within a st�bdivision(when all is awned by a single
developer)
c. SS%of frontage on a project can stop the assessment
2. City could pay 100%of cast o,f arterials(minor and major)
a. under current map this would include Medary, 8th St S, 20th St S, 32nd St S need to
revisit map because 34th Ave should be added to minor collector in this scenario
b. we could get arterials done when City wants, not wait for adjacent a►a�ners to agree
c. we coudd limit access to arterials si�rce the adjacerrt property did�tot pay. Reqr�ire
street access only, no driveways.
� 031
The City Manager recommended 20�' Street South is a street that needs to be paved fairly soon.
He recommended using urban funds or assessment funds to pay for the project. No action was
taken.
Cable TV Franchise. The City Council discussed various issues pertaining to the Cable TV
Franchise renewal. Further research is needed. No action was taken.
Conflict of Interest Ordinance. This item was not discussed and will be scheduled for a future
meeting.
A motion was made by Bozied, seconded by McClernans, to adjourn. Meeting adjourned at 7:06
p.m.
CTI'Y OF BROOKINGS
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Virgil H. erriott, Mayor
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Shari es, City Clerk