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Home My WebLink AboutCCMinutes_2003_09_02 i � � Brookings City Council Tuesday, September 2, 2003 The Brookings City Council convened in a budget work session on Tuesday, September 2, 2003 at 3:00 p.m. in the City Council Chambers at City Hall with the following members present: Mayor Scott Munsterman, Council Members Tim Reed, Tom Bezdichek (arrived at 3:20 p.m.), Julie Whaley, Tom Bozied, Mike McClemans, and Doris Roden. City Manager Mike Witliams and City Clerk Shari Thornes were also present. Sales Tax Rate. Michael Williams, City Manager, noted that two additional months of sales tax projections are now available. With the additional projected sales tax revenue, the 2004 budget would have a surplus amount and the 2005 budget would be safely balanced. If not allocated to an unfunded priority, the increased sales tax revenue would be placed into the contingency budget or the reserve fund. Williams plans to bring a budget amendment proposal to the Council to fund the airport manager position for the remainder of 2003. The position is funded in 2004. Roden asked the Council to consider putting the Community Band and Community Cultural Center programs back into the Park and Recreation funds. The two programs' budgets were moved from the Park and Recreation budget to the subsidy budget approximately three years ago. These two programs comprise a large amount of recreational activities in the community. If incorporated into the city general budget, these programs would be seen by the community as being supported on an equal level. Allyn Frerichs, Park and Recreation Superintendent, said the Park and Recreation Board made a decision approximately 20 years ago to financially invest in the community cultural center programs rather than start pro�rams on their own. They felt this would result in higher quality and quantity of programs at a lesser cost to the city. He noted that the Brookings Arts Council operates the community cultural center programs. The Brookings Community Band has been in existence for over 100 years. At one time, the band was funded by a special mil levy. When the mil levy disappeared, the band was included under the Park and Recreation budget. (Bezdichek arrived) r A motion was made by Roden, seconded by Munsterman, to put the Community Band program and Community Cultural Center pro�ram back under the umbrella of the city Park and Recreation program budget. All present voted yes; except Munstermar�, McClemans, Whaley, Bozied, and Bezdichek. Motion Failed. The first and second readings of the budget ordinance will be held on September 9 and 23. The budget must be adopted by October l, 2003. Moriarty Park. Allyn Frerichs, Park and Recreation Superintendent, reported that the City of Brookings is eligible to apply for Federal LAWCON matchin� funds for a neighborhood park in southeast Brookings, west of 22"d Avenue and south of 12 Street South, along 17�` Avenue South. The application deadline is September 19�. These funds haven't been available for ten years and may not be available next year. Frerichs requested authorization to apply for up to $50,000 of LAWCON funds, for a total project budget of$100,000. The Council asked if there was criteria for developing parks. Due to the current financial concerns, there was not support from the Council to go forward with the application process. Citv Council Policv on Insurance. City Manager Williams recommended the Council adopt a policy regarding the various types of insurance the city must maintain. The City Council recommended a policy that identifies the frequency of seeking bids and the submission of an annual report by the City Manager to the City Council. The meeting recessed at 4:50 p.m. The Brookings City Council reconvened in a planning session action meeting on Tuesday, September 2, 2003 at 5:30 p.m. at City Hall with the following members present: Mayor Scott Munsterman, Council Members Tom Bezdichek, Tim Reed, Julie Whaley, Tom Bozied, Mike 123 McClemans, and Doris Roden. City Manager Mike Williams, City Attorney Steve Britzman, and Shari Thornes, City Clerk, were also present. The adjournment time was set for 7:30 p.m. Mosquito Control. Dr. Ben Kantack provided an update on the West Nile Virus in the Brookings area and the state. According to Kantack, there are 293 confirmed cases in South Dakota and the Rapid City area has 46 of those cases. There are currently 5 cases in Brookings County. There have been 4 deaths to date in the state. He recommended adulticide measures on athtetic fields if the counts are high. He also recommended a "mosquito magnet" as another viable mitigation measure. He cautioned the City Councit and the public from becoming complacent. The West Nile trend will decrease as more birds and humans become immune. This is the second year in South Dakota for the virus. Brookin�s Economic Development Corporation Report. Ladell Swiden, Board President, updated the Council on recent activities that included attracting Capital Card Services to Brookings, working with a private developer and the First Planning District on the 1921 building, participating in the SDSU-affiliated research park project, submission of an Agricultural Innovation Center proposal, and var�ous subcommittee activities. Swiftel Center Policv. Council Member Reed presented a draft policy to the Council. The overall goals of the policy are to create an improved method of communication between the Brookings Events Center Board and the City Council and to identify desired guidelines and outcomes. He recommended creating a "revenue model" for the Center that is based on event capacity, average cost per event, event forecast, and a percentage subsidy per event. He developed a draft model that consists of possible event days, usage projections, and expenses (static and variable) per event day. The Council recommended the subcommittee insert real data in the revenue model for further council review. Review MultiPlex Management A�?reement re�arding adding ex-officio members. Appointment of two council members as ex-officios to the Events Center Board will not require amending the agreement between the Board and the City. The City Manager would still attend the meetings. Review and possible updating of the agreement in the future was suggested. A motion was made by Munsterman, seconded by Bozied, to appoint Doris Roden and Mike McClemans to serve as ex-officio members on the Events Center Board. All present voted yes;'except McClemans abstained; motion carried. Discussion of Local. State, and Federal Strategies for 2004. A goal of the Council was to develop a legislative strategy. This item will be kept on the agenda to discuss in further detail. Council Policy — Giving Direction to Ci,tv Mana�. Williams presented a draft policy for council review. Adding a "status report on open issues by the City Manager" was recommended. The Council agreed to formally adopt the policy on September 23, 2003. Council Policv — Discussion on Action Items Reauired Prior to Council Action. Williams presented a draft policy for council review. No changes were recommended. The Council agreed to formally adopt the policy on September 23, 2003. Council Policv— Vacancv on Council. Williams presented a draft policy for council review. No changes were recommended. The Council agreed to formally adopt the policy on September 23, 2003. Council Policy — Ordinance First Readin� Williams presented a draft policy for council review. No changes were recommended. The Council agreed to formally adopt the policy on September 23, 2003. A motion was made by Munsterman, seconded by McClemans, to e�end the adjournment time from 7:30 p.m. to when the agenda is completed. All present voted yes; motion carried. Council Policv — Financiad Report Schedule. Williams presented a draft policy for council review. No changes were recommended. The Council agreed to formally adopt the policy on September 23, 2003. 124 1921 Parkin Lot. Williams said the County and the developer are requesting the city take over the parking lot at the 1921 building. The developer would be responsible to maintain it. The Council requested the lot remain with the County. The City would consider assuming responsibility only if there was a threat to the project. Briefin fgLor September 9th Action Meetin�. Williams provided a briefing on the September 9�' action agenda items. A motion was made by McClemans, seconded by Reed, to adjourn at 7:43 p.m. All present voted yes; motion carried. CITY OF BROOKINGS cott un rman, Mayor _��,,,,...�a•��: � c . 09• ti y• ✓9 o? �w� 'J,: � es, City Clerk ;�