HomeMy WebLinkAboutCCMinutes_2003_07_21 - special 096
Brookings City Council
July 21,2003
The Brookings City Council convened in a special planning session on Monday, July 21, 2003 at
1:30 p.m. in the City Council Chambers at City Hall with the following members present:
Mayor Scott Munsterman, Council Members Doris Roden, Tim Reed, Tom Bezdichek, Julie
Whaley, Tom Bozied (arrived at 1:40 p.m.) and Mike McClemans. City Manager Mike
Williams, City Attorney Steve Britzman, and Shari Thornes, City Clerk, were also present.
There was consensus to adjourn at 5:00 p.m.
Ciri's Pramotional Strategv (Economic Devetonment). The Mayor's Promotional Ad Hoc
Committee is comprised of Deb Garbers as Chair, Pam Merchant, Jonathan Burns, Tom
Coughlin, Abbey Bischoff and Zeno Wicks III. Jonathan Burns, Committee member, provided
the City Council with the following preliminary report.
Abstract. This report gives a recommendation on a promotional strategy for the City of
Brookings based on the conclusions of the Mayor's Ad Hoc Committee. Affer thorough
discussion and extensive brainstormi»g, several key changes are suggested in the report.
Increased dollars, a new Director of Community Events (DOCE), and a governing promotional
committee are all recommended actions to take. The committee agreed that a philosophical
approach to promotion should be based on sales tax gerreration. This will aldow the entities
receiving promotional dollars to be used as toods for tax generation instead of a focus on their
individual bottom lines.
Promotion Committee. In order to facilitate the current events and contirtue expansion cmd
innovation of new events in Brookings, a cohesive promotional team, general theme and
integrated chain of command needs to be in place to further these objectives. The team wilt be
entrusted with the responsibility of adlocating promotional dollars in the city of Brookings.
The Promotional Committee will consist of the following people: the Director of the Convention
Visitors Bureau, the Director of the Swiftel Center, and the Director of Community Events.
The introduction of the new position, the Director of Community Events, will be a full time
position. 7'lris person will be responsible for the coordination, development, and implementation
of all events in Brookings.
The committee will follow these guidelines:
1. Ald community events and entities, including those currently,�'unded by the city, wcmting city
dollars must apply.
2. If, after the application is presented, the event doesn't meet the promotional philosophy of
the committee (and uttimately the City of Brookings), monies will not be awarded. However,
the committee may recommend options to the event pdanners in order to make their event ftt
the requirements.
3. If, after the application process, the event is approved, the DOCE will assist the event in the
every capacity possibde.
4. When iwo events conflict each other, the final decision—if it can't be made by the committee
—will then be made by the City Manager.
Adl events subsidized by the City of Brookings will be cmalyzed for their economic impact to
ensure the validity of their allocation.
Director of Communitv Events. The intraduction of the new position, the Director of Commurtity
Events, will be a full time position funded by the city. Their office could be placed in City Hall.
This person wild be responsible for the coordination, development, and implementatiorr of all
events subsidized by the City of Brookings.
An integral part of the new promotional agerrda is the development of the Direcior of Community
Events. This person will know the who's, what's, where's, when's, whys, and—most importantly
— the haw's of all events in Brookings They will communicate between ald o.f'the entities
receiving city promotional dodlars. The DOCE will be a liaison and facilitator, always keeping
contact with necessary departments in Brookings. They will attend regular meetings including,
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but not limited to City Council Meetings, meeting with Department Heads (Police,
Transportation, efc1, and SDSUMeetings(SA, UPC, StudentAffairs).
The DOCE should perpetually seek new ideas,funds, in-kind donations, and volunteers to help
support these community events. Resiliency, communication, commitment, and excitement are
all qualities that the DOCE should possess. Being willing, able, and capable of drawing on the
city's many resources (businesses, organizations, current evertts, individuals) will be cruciad to
the success of this position. This position is fundamental to the success of any growth in
promotion in the City of Brookings.
Promotional Dodlars. In order to increase the sales taxes and quality of life with more,
improved, and diversified events, the committee widl need a substantial budget. The budget will
be dispersed by the committee based on their decisions made during the planning and/or
application process based on ihe promotional philosophy.
The avenue in which the city should obtain its promotional dollars are, but not limited to:
1. Current promotional budget(approx$850,000 anrzually)
2. Increase the current city budget to a total of$1,000,000 per year for the next three years
3. Pursue the Governor's Program to obtain$750,000 in additional promotional dollars for the
next three years.
4. Orchestrated in kind contribution of the private sector
The total amount of promotional dollars would then be $1,750,000 per year for the next three
years-$S,250,000 total.
Samvle Allocations. The fodlawing are examples and concepts for a beginning well of events
,from which to draw.
1. Water Park: Creating a concrete timedine for the construction of a water park in Brookings.
Currently, Pipestone and Sioux Falls draw substantial numbers of families to their water
parks. The construction of a water park, greater than or equal to, those mentioned above
would also help make Brookings a summer destination.
2. Free Ice Cream: Visitors all received a free ice cream cone from a central location in
Brookings, drawing people off the interstate and Hwy 14. Billboards and ofher promotiottal
tools wild be implernented to increase awareness of this attraction.
3. New Anrrual Summer Events: Make Brookings a summer destination with attractive festivals
and events in town. Such events could incdude Summer Theatre, Labor Day Welcome for
SDSU Students, Graduation Weekend Festival, Children's Weekend, and cultural weekends.
4. Study and discuss the ,f'easibility for sedf-promotion of concerts at the Swiftel Center.
Determine the necessity of self-promotion to compete with Sioux Falls, Fargo, and Sioux
CIry.
5. Enhancing existing entities: Provide the funds necessary to make the Downtown area and
the Swiftel Center competitive with all regionad areas. Emphasizing on atmosphere and air
conditianing, respectively.
6 A new slogan and logo to publicize the new look and direction of Brookings—a place to be
in the summer time.
Areas that may be eligible for promotional dollars: Downtawn Brookings, Inc., Sw�el Center,
Water Park, Brookings Park and Recreation Department, Brookings Summer Arts Festival,
Brookings Community Cultural Center, Brookings Chamber of Commerce, Brookings
Convention and Visitors Bureau, Brookings Economic Development Corporation, and Summer
Theatre Festival.
Report Canclusion. The main emphasis of the promotional plcm for the City of Brovkings is one
of cooperation and coordination. The groundwork is in place, and has been for several years,
but the finad step needs to be taken to unify Brookings promotiorrs.
Discussion: B urns said the Committee has not developed the strategic points of the plan. The
next step will be for the committee to develop a strategic plan which will include meeting with
city organizations and committees to gain an understanding of their promotion activities. He
noted that communities of similar size to Brookings, such as Huron, Watertown, Sioux Falls,
have a City Event Director. Burns said it will be essential to formulate a strategy to provide
consistent "City of Brookings" identity and branding. The Director position is an integtal part
of this process.
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The proposal will be scheduled for the City Council's October 7`�Planning Session.
Council Procedure for Action Items (Governance).
Issue 1) Direction to the Citv Manager. The City Council needs to take action through
a motion and a vote in order to give direction to the City Manager. The motion should include a
specific timeline. One- on-one information requests from a council member to the City
Manager are still okay.
Issue 2) Prior Discussion on Action Items: There have been action items on the agenda
that the Council didn't have any prior discussion about or didn't feel completely informed. All
items, other than routine in nature, must be a discussion item prior to being an action item.
(Bozied arrived at 1:40 p.m.)
Options discussed included getting information with a one week lead time, holding an additional
planning meeting, holding Council briefings prior to meetings, listing items as "discussion
items" at an action meeting, and listing the "advance agenda" on each meeting for a briefing on
next meeting's topics.
The following action steps were identified:
A) An "Advance Agenda discussion" will be listed on all agendas for discussion for the
purpose of briefing the City Council Members. This will be a 4 meeting experiment
(August 5, 12, 26& Sept. 2"d).
B) The City Manager will draft a policy on Council discussion required before action with
the exception of emergencies.
C) An organized method of accessing council policies and procedures will be done via the
city council secure website or other methods.
Issue 3) The Citv Council said thev need more information from entities t6at receive
citv funds for promotion and economic develonment.
A) The City Manager will continue to attend various organizational Board of Directors
meetings of the BEDC, DBI, and MultiPlex Board.
B) Every first Tuesday of the month representatives of BEDC, CVB and DBI will attend
monthly meetings with the City Manager. Meeting summaries will be provided to the
City Council on a monthly basis.
C) The City Manager will draft a policy for organizational Executive Directors to report to
the City Manager. The timeline for the policy will be in 4 to 8 weeks.
Council Vacan� Policv (Governancel. The City Manager will draft a policy that outlines the
process used in 2003 and add amendment components as discussed.
Ordinance First Readin� Policv (Governance). The City Council discussed the cunent
process for the first and second readings on an ordinance. Cunently, the Council hears public
comment, Council Members discuss the issue and then vote on the first reading of an ordinance.
The following action steps were identified:
A) The City Manager will draft a policy for the process to include the following. The
purpose of first reading is to announce an issue to the public. First readings can not be
on the consent agenda (per city attorney). All motions are in the positive. A vote is
required (per city attorney). If the subject matter is radically changed from the first
reading to the second reading, the ordinance would no longer qualify for second reading.
Public input will be accepted if someone wishes to make a statement. The agenda format
and manager's memo will be modified to "ask for public input" after motion is made.
The Mayor's process will be to announce First Reading, request a motion to approve, ask
the audience for pubic comment, no council discussion will be allowed on first reading,
and roll call vote on reading.
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Hosuital Board and Utilitv Board (Governance). There was discussion regarding the
arganizational structure and history of the Brookings Hospital Board and Municipal Utility
Board. Attendance of their meetings by Council member(s), particularly during the budget
process, was discussed. Questions were raised how the municipal hospital can add services that
are not addressed in the ordinance (i.e. congregate living). Can surplus hospital funds be
direeted back to the educational system? The City Attorney commented that there is not much
history on the hospital board authority and there is very little guidance provided in state law or
city ordinance. It is up to the city to decide how to operate and can implement policies in
ordinance form. There is less opportunity for control with the Municipal Utilities. All board
minutes from the Hospital and Utilities are public information and are maintained at those
locations. There was concern regarding the City Council knowing about financial decisions that
are made by both organizations.
The following action steps were identified:
A) Upon review of the City Charter and Governance and Ends Policy, the City Attorney will
provide an appointment process recommendation for council member(s) to attend
Hospital Board and Utility Board meetings:
B) The City Mana�er will obtain financial statements from the Utilities and Hospital
including profit and loss statements.
C) The City Attorney will provide a determination if surplus funds be directed from the
hospital to the school system.
Arabian Horse Show — Larson Ice Center (Municipal Services). The Swiftel Center is
interested in bidding the Region VI Arabian Horse Show in the future. This show attracts
appro�mately 500 horses from across the country, to be shown for 5 to 7 days. An estimated
1,500 people would visit Brookings for 7 to 10 days generating an estimated economic impact of
$1.6 million dollars. Capital improvements and rentals would be needed to meet the needs of
this event. The group reviewed capital funding options and equipment rental estimates. If
Brookings obtained the bid, the event would rotate three years and three years away. These
capital improvements would enable the Center to bid other regional and national livestock
shows. In order to accommodate 500 horse stalls, the event would have to utilize the Larson Ice
Center. McClemans expressed concern about the Larson Ice Center housing any animals and
there was an agreement between the city and BISA to prohibit animals in the facility.
Special Council Meeting. The City Council agreed to finish the remaining agenda items at a
special meeting on Monday, July 28�'from 2:00 to 5:00 p.m.
Adiournment. A motion was made by Reed seconded by McClemans, to adjourn. All present
voted yes; motion carried. Meeting adjourned at 5:03 p.m.
CITY OF BROOHINGS
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oF Sc sterman, Mayor
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S�i rnes, City Clerk