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HomeMy WebLinkAboutCCMinutes_2004_03_02 19 � Brookings City Council Tuesday, March 2, 2004 The Brookings City Council held a planning sesston on Tuesday, March 2, 2004 ut 5:30 p.m. at City Hall with the following members preser�t: Mayor Scott Munsterman, Council Members Tom Bezdichek,Tom Bozied,Tim Reed, Julie Whaley, Doris Roden, and Mike McCiemans. Irrterim City Manager,Allyn Frerichs, City Attorney Steve Britzman, and City Clerk Shari Thornes were also present. ARqointmenf to Board of Adjustme�t. A motion was made by McClemans,seconded by Bozied,to appoirrt Brian Gatzke to the Board of Adjustmerrt as an alternate for a term to expire on December 31, 2006. All preserrt voted yes; motion carried. Ordinance 05-04—Sales Tax. Second reading was given on Ordinance No. 05-04,an ordinance raising the sales tax rate from 1.9%to 2.0°/a The ordinance failed for lack of a motion. Annual Board of Egualization. Joyce Dragseth, Cour�ty Diredor of Equalizatton,and Shari Thornes, Brookings City Clerk, provided an overview of the hearing process. The deadline for property owners to appeai their 2004 valuations with the City Clerk is March 1 1"'. Board hearings will be held March 15-22, 2004. Human Rights Commiitee RepOrt. Dr. Ann Marte Bahr, Committee Vice Chair, updated the Council on the following proiects undertaken by the Committee since their last report: annual human rights award, Dr. Martin Luther King corrtest,support of legislative bill condemning juvenile capital punishmerrt,the proposed ir�ternational studerrt hospitality nights,a mailing to iMernationa) studerrts with transportasion information,and proposed cfianges to the City Conflict of Irrterest Ordinance and City Charter. Brookings Police Det>arfinenf Presentation. Timothy W.Tompkins,Chief of Police,preser�ted the City Police Department 2003 Annual Report and Performance Measuremer►ts and Benchmarks. Tompkins was asked to update the Council in July on traffic citations and other statistics. Boys 8�Girls Club Funding R�uest. The Boys and Girls Club recerrtly submitted a funding request of $40,000 for 2004. Allyn Frerichs, Interim City Manager, recommended any funding be designated from the General Fund Corrtingency. Approximately $195,000 remains in the 2004 corrtingency. The Council asked Club represer�tatives if there was any consideration given to raising the individual cor�tribution portion. Mark Whaley responded thpt the National Boys and Gtrls Club Charter stipulates that club fees may not be prohibitive. The Brookings Boys and Girls Club membership is currerrtly 450. He stated that the other Brookings youth based organizations have experienced minimal losses from the creation of their Club. The Great After-School Place (GAPj has lost 17 members due to the Club. They have invited GAP to participate on the Club Board. The C1ub also plans to evernua{ly build a new gym. Club programming currently utilizes open gyms through the Park and Recreation program. Finding an open gym on a conslsterrt basis is difficult at best. There was a question [f the Club's programming conflicts with the Corrimunity Cultural Cer�ter programs. Whaley said due to the Cerrter's limited space,children are unable to leave large projects for a period of time. They see the Club as a place where kids could do larger, more detailed proiects. Rather than being seen as competing with oreanizations,they see the Club as augmenting other organizations whose mission is to serve the youth of the community. Some Counctl members requested more dialogue occur and more financial information be provided before the Council takes adion. Mark Whaley and VJ Smith commented that their success is driving the urgency. They can't corrtinue with this level of growth (120 kids per day) in their currerrt location. Mairrtaining quality is also an issue because kids aren't able to actively participate in the programming in a ttmely l99 manner due to too many kids. Parents are commenting that kids are coming home disappointed. There is an immediate opportunity to move into a next door space. The close proximity would make staffing much easier than going to a separate site. There was consensus from the Council to place this item on a future agendo for acrion. Bus Service to Brookings. The Council discussed the discontinuation of bus service through Brookings by the Jefferson Bus Lines. Former City Manager Michael Williams made numerous unsuccessful attempts to convince the owners to reinstate service. They were no longer irrterested in providing service. The Council asked the Irnerim City Manager to research what cities in South Dakota still have bus service, investigate what is prohibiting Jefferson Lines from coming back to Brookings, and iderrtify their needs and how we can assist. The Mayor will send a letter to the owner regarding the issue. Sform Water Design Standards Presentation. Gregg Jongeling, Banner and Associates, Inc. Senior Project Manager, reviewed the proposed storm sewer standards as required by city policy. The original standards were done in 1985. Council action by resolution is scheduled for March 9"'. Town MeetingFormat. Holding a Town Meeting on April 13�' was suggested. The Council discussed methods to survey citizens regarding quality of life issues facing this community. Donna Hess informed the Council that the SDSU Rural Sociology Departmerrt is planning to initiate an annual quality of life survey across the state modeled after Nebraska. The survey asks several questions every year that feeds +rrto policy briefs and each year another set of questions related to new issues are added. This is a paper and pencil survey format, but it could be formatted to access on-line. She commerrted that a Town Hail meeting on April 13"' is too tight of schedule. If they do a survey this sprtng they shouid have ample data to generate questions for the town meeting. She suggested holding the Town Meeting in early fall 2004 when the students can attend. Utilizing faculty and students as round table facilitators and for date compilation was suggested. The five major areas in the survey are community public services & amenities, community involvemerrt and services, individual and family well being, health care, and work. Each year they also add something new. She proposed that the SDSU Rural Sociology Departmerrt conduct the survey and assist with the Town Meeting at no cost to the City. There was consensus from the Council to proceed with the project. 34th Avenue Sfreet Construction Pro�ect U�date. Jackie Lanning,Acting City Engineer, reported that the City contracted with Banner Associates, lnc.to design and construct 34'�Avenue this summer. They are curreMly in the process of finishing the road design,and the Brookings Utilities will be designing water and sewer for that street. Resolution 01-03 set the policy on city participation on arterial and colledor streets. According to this policy,the city would be required to pay for the water and sewer along 34'� Avenue. At the time the 5-year C.I.P, was passed,the cost of water and sewer for 34�' Avenue was estimated at $140,000. The updated cost estimate for water and sewer is $230,015.10, which is $90,000 over the estimate. Part of the cost increase is to install sewer main further north than arrticipated. The original estimate was to install the sewer to the quarter line. However,the Utilities have stated that sewer should be extended another 1,200 feet north of the quarter line. This would allow them to provide sewer services to future businesses to the lots on the south side. In review of the Capital Improvemer�t Plan,there could be an extra $90,000 availabie from year 2005, which was originally ailotted for 32nd Avenue. BMU is working on a plan to install water main along 32"d Avenue in 2005. However, the street may not be constructed in 2005 because annexation and platting need to occur before the street can be constructed. This street project may need to be moved to a later year, perhaps 2007,as a projected date of construction. The project timeline could be discussed as the updated CIP is approved. Lanning recommended moving the 32"d Avenue project down on the CIP and use the $95,000 assessment funds in 2004. The Council will review and take action to amendment the CIP at the March 9�' meeting. Final St�udural Investigation Reeort of Fire De�artment Fioor U date. Jackie Lanning, Acting City Engineer, reviewed the Final Strudural investigation Report of the Fire Departmerrt Floor submitted by Banners Associates. The original corrtract was for $3,000 which did not include the analysis af the steel plates needed or an estimated cost to install the plates. The actual cost of the final report was $4,104.50. Council acrion to approve a resolution authorizing use of corrtingency to pay this bill will be on March 9�'. The strudural engineer's recommendation is to immediately reinforce the floor's capacity. The estimated cost is $15,000. Btdding wouid not be required for this amount and we could obtain quotes for this work. The floor sealant and joirrt � QO repair could wait until lanuary, 2005 so it could be a budgeted item. There was Council consensus to seek quotes and place this item for action. Liquor Store Analysis. The Mayor suggested the next step in this issue is to develop a decision- making process by reviewing the budgetary factors, quality of life issues, and other impacts. The Council needs to iderrtify the city's priorPties to achieve a long-term decision. The Council discussed several options including full privatization, issuance of multiple operating agreement leases, a hybrid lease (City/private), or moving the city store to a new location. Bill Purrington, BMLS Manager,thinks an east-side location is the most desirable. The City could enter into the currently proposed lease opportunity and decide the management question at a later date. , The City Attorney was asked to evaluate the difference betwee� a lease and a license. The BMLS Manager was asked to develop financial estimates for the hybrid option. This item will be scheduled for the April 6�' planning session. Liquor License ARplication Process. There are currerrtly two liquor operatir� agreemerrts available. One was temporarily awarded to Skinner's Pub effective through December 31, 2004. On October 14, 2003 the Council agreed to make a permanent decision on the dispositton of one operating agreemerit not later than June 30, 2004. The Council reviewed a proposed timeline and adion steps. Applicarrts would be asked to provide a business plan, completed alcoho) license, site plan (if appiicable), and other supporting materials. This is the same format that was used In previous application processes. The following commerrts were made by Council members regarding the number to award,the process, and criteria. Bezdichek commerrted that Skinner's had done well with the license and had seen increased revenue from that license. One criteria that had been discussed was to require a restaurarrt/food. However,Skinner's utilizes other dowrrtown res#aurants to provide their patrons with order-in food. Instead of asking a bar to spend thousands of dollars to put irrto a food venue,they could utilize the restaurarrts in dowr�town matn street. He recommended looking at offering for them to have it. He was favorable of issuing one license and not necessartly 2 licenses at this time. Roden commented that she didn't know how fair it is to open it up to everyone if it is already utilized by one business.That should weigh heavily in the decision. She agreed that Skinner's had used the agreemerrt well and that the City shouldn't require them to be a restaurarrt. She said she had changed her mind about giving both licenses out. She wouid like to see the licenses utilized but . would also Itke to hold one license. Whaley said she thought the city needs to give a license to Skinner's and put other one orr the table. Skinner's has earned the right to have one. Reed thought that the City should hold one license and go ahead with Skinner's on the other license. He commer�ted that he liked that they have invested in the facility. He cited the beer garden as an example. He doesn't see forcing a business to go irrto food to get a license. He was fine wtth moving forward and giving a license to Skinner's. McClemans said he didn't have a problem with the use of the license at the currerrt location and pushing the food obstacle isn't to anyone's advantage. He questioned if it could be gtven without an application process. Skinner's has the Itcense through 2004. He said the City doesn't have to issue the second iicense. He didn't know if the City could issue Skinner's a license without an ppplication process. He doesn't propose to ask for a kitchen. He recommended holding the other license to see what the future holds. Munsterman asked if Skinner's had always ailowed food delivery$ Greg Thornes,Skinner's owner, said patrons have always been able to order 1n food or Skinner's employees would place the orders for them. They also have promotions that include free food. Bozied said Skirmer's has a good operation. He doesn't have a problem with eliminating the food criteria. The city could continue to leave it there and open it up the other one for people who want to apply. There was discussion whether to postpone the decisfon beyond June 30"'. The Council decided to be fair to Skinner's,they would make a decision in a timely mt�nner. � � � Munsterman recommended the city allow the process to happen. Because the Council allowed this to happen for Skinner's, it was on terms that it could be temporary or it could be permanent. We didn't know at the time. He thought the Council was at a point where a fair process is needed an time to allow for this should happen. If Skinner's is the best option,which they appear:to be at this point,he thought the city should go through that process. If they prove to be then we can make the agreement permanent. He agreed that the city should hold one operating agreement because no one knows what will happen in next 5 years with more hotels possibly coming to town. Bozied was concerned the city could get into a criteria problem. He recommended the cifiy be clear about the criteria before it is too late in the process. Not all applicarrts in the last process met the criteria (business plans, site plans, parking needs, etc). He recommended that evaluating applications against required criteria be more strictly enforced. He also asked what leaving one agreement on shelf ineans'� If someone comes to city hall and applies, does the Council open up applications� Why are we saving it? At the April 6�' planning session the Council will discuss the application process and a revised timeline. The deadline for the Council to make a decision will remain June 30'�'. City Board, Commiitee� Commission 2003 Annual Reports. The Council reviewed the reports from the city volunteer boards,committees,and commission. Members were asked to pose specific questions to each board at the time they give periodic verbal reports to the Council. City Manager- Development of gaals and expectations. The Council discussed the development of goals and expectations for the new city manager for evaluation purposes. Suggested issues included an assessment of the city organizationai structure,a business review, and a financial review. An annual City Manager "State of the City Report" was suggested. The Governance & Ends policies are too broad to serve as Council expedations. Development of expectations at a plannir�g retreat was suggested. Reed further suggested the City Manager mairrtain a list of open requests from the Counci) with planned completion dates to be presented at every meeting. Adiournment. A motion was made by McClemans, seconded by Whaley,to adiourn. All preser�t voted yes; motion carried. Meeting adjourned at 9:40 .m. OF R S M erman, Mayor y�C�� ,..•• T . C1�? w= G,� � T�o s, City Clerk a-oti,�,.•• o;:,\�° q�oTA-S��