A regular meeting of the Philip City Council was held on Monday, April 7, 2008 at 7:00 p.m. in the Community Room of the Haakon Co. Courthouse
COUNCIL PROCEEDINGS
REGULAR MEETING
APRIL 07, 2008
A regular meeting of the Philip City Council was held on Monday, April 7, 2008 at 7:00 p.m. in the Community Room of the Haakon Co. Courthouse. Present were Mayor John F. Hart, Finance Officer Monna Van Lint, Council Members Shirley Chin, Dan Walker, John Kangas and Michael Vetter. Also present were Deputy Finance Officer Brittany Smith, Public Works Director Tom Lesselyoung, Utility Coordinator Carol Schofield, Water Supt. Brian Pearson, Del Bartels with the Pioneer Review; and later, City Attorney Gay Tollefson, Jeremy Noteboom with Triple XXX Spraying and Jack Hansen former owner of Hansen's Spraying.
Absent: Council Members Palecek and Schofield.
Motion was made by Kangas, seconded by Walker to approve the agenda as presented. Motion carried.
Motion was made by Walker, seconded by Vetter to approve the minutes of the last meeting as published by the Pioneer Review. Motion carried.
Motion was made by Walker, seconded by Kangas to approve payment of the bills from the appropriated funds. Motion carried.
Gross Salaries - Mar. 31, 2008:
Gross Salaries: Mayor & Council - $3040.00; Adm. - $4293.46; Public Works - $2858.26; Police - $5350.79; Street - $4766.66; Rubble Site - $275.80; Water - $2717.90
AFLAC Employee Supplemental Ins.- 03/08 221.28
EFTPS S.S., Medicare, Withholding- 03/08 5449.53
SDRS Employee Retirement- 03/08 2560.59
Airport Improv. Project:
Kadrmas, Lee & Jackson, Inc. Prelim. Design/Surveys thru 3/1/08 8638.60
Ash St. Improv. Project:
A-1 Drain Masters Sewer Televising - 03/08 435.00
Farm Plan Sewer Repair Supplies - 03/08 11.98
Northwest Pipe Fittings, Inc. Sewer Repair Supplies - 03/08 468.83
O'Connell Construction, Inc. 70.19 T Sands - 03/08 315.86
SPN & Assoc. Bidding/Neg. 1/27/08-3/29/08 500.00
This Months Bills:
Alltel Cell Phone 02-03/08 87.79
American Water Works Assoc. Pearson Dues - 2008 62.00
Armalite, Inc. (2) Carbine Rifles & Cases - 03/08 1418.00
Bad River Rural Water Systems City Shop Water 02-03/08 23.20
Century Business Products, Inc. Parts & Copies - 03/08 65.04
Cenex Harvest States Fuel/Propane 02-03/08 2473.54
Central SD Enhancement District Census LUCA Project - 03/08 120.00
Coyle's Super Valu Supplies - 02/08 10.77
Dakota Care Ins. Employee Health Ins. - 04/08 7350.31
Delta Dental Ins. Employee Dental Ins. - 04/08 522.50
1st Nat'l Bank - Philip Postage - 04/08 95.60
1st Nat'l Bank - S.F. SRF Loan #01 Pay #137 - 04/08 3591.18
SRF Loan #02 Pay #113 - 04/08 2163.90
SRF Loan #03 Pay #16 - 04/08 2223.41
Golden West Telephone/Internet 03-04/08 581.94
Haakon Co. Treasurer Office Rent - 04/08 60.00
HD Waterworks Supplies/Meter/Resale - 03/08 260.35
Hoag Diesel Service Air Comp. Repairs - 02/08 151.34
I-90 Fuel Services Fuel 02-03/08 1017.31
Ingram Hardware Supplies - 03/08 115.61
McLeod's Printing & Office Election Supplies - 03/08 93.38
Morrison's Pit Stop Fuel/Tire Repairs - 03/08 1224.68
NAPA Auto Parts Supplies - 03/08 69.50
Neve's Uniforms & Equip. Supplies - 02/08 35.06
Northwest Pipe Fittings, Inc. Fire Dept. Supplies/Credit 02-03/08 757.53
O'Connell Construction, Inc. Sand/Gravel 12/07-03/08 160.17
One Call Systems, Inc. Locates 01-03/08 5.70
Petty Cash Postage/Supplies - 03/08 32.76
Pioneer Review Publishing - 03/08 1312.16
Quill Supplies - 03/08 92.21
SD Dept. of Revenue Sales Tax Payable - 03/08 294.84
Water Coliform Testing - 03/08 12.00
Sewer Lagoon Testing - 03/08 57.00
SD Federal Property Agency Fire Dept. Supplies - 03/08 270.00
SD State Treasury Unclaimed Property 2004-2006 28.88
Tollefson, Gay Attorney Retainer - 04/08 150.00
USDA RD Loan Pay #40 - 04/08 3069.00
Waste Connections dba Walker Refuse Residential Collection - 03/08 4171.95
Dumpsters - 03/08 119.60
West Central Electric Electric Charges 02-03/08 2522.32
WR/LJ Rural Water 3,134,000 gals - 03/08 3917.50
Contract Min - 03/08 3000.00
Wohlenberg, Ritzman & Co. LLC Annual Report Prep - FY2007 1500.00
Zeeb Pharmacy Supplies - 03/08 4.38
Old Business:
Motion was made by Walker, seconded by Kangas to approve the second reading of Ordinance #2008-01, Amending Chapter 07, Streets and Sidewalks. Motion carried with all members voting aye.
Motion was made by Chin, seconded by Walker to approve the second reading of Ordinance #2008-02, Revising Chapter 11-602, Fences and Walls. Motion carried with all members voting aye.
(Ordinance #2008-01 and #2008-02 are on file in the Finance Office and were published in their entirety on March 13, 2008, following the first reading on March 3, 2008.)
PWD Lesselyoung updated the Council on the Ash St. sewer line. He noted that A-1 Drainage televised the line and found a "wye" in the line that separates the line to the south of the properties located at 302 and 304 Ash St. and on Ash St. The south portion of the line including the "wye" will be abandoned once the property owners served by the line have relocated their sewer line to connect with the line on Ash St. This includes approx. 63 feet of line from the manhole on S. West Ave. that will be removed and replaced with a new line. The remaining sewer line on Ash St. was found to be in good condition..
New Business:
Mayor Hart reviewed the following bids for the Ash Street Improvement project that were opened today at 4:00 p.m. The engineer's estimate was also reviewed.
Simon Contractors of SD $135,526.10
Bituminous Paving, Inc. $149,480.30
Hills Material Company $151,670.00
Engineer's Estimate $81,508.00
In reviewing the low bid of Simon Contractor's of SD, it was noted that the concrete prices were very comparable to the engineer's estimate, but the mobilization and asphalt prices were considerably higher than the engineer's estimate. Overall, the lowest bid is $54,018.10 above the engineer's estimate.
According to City's Engineer, Harlan Quenzer with SPN & Assoc., the City has the option to table action on the bids for 30 days following the bid opening. He suggested that the City consider negotiating with Simon Contractors for installation of the concrete curb, gutter, sidewalk and driveway approaches as well as the storm sewer this year. Furthermore, Council could consider allowing City personnel to complete some of the work such as the removal of the existing concrete and trees in the proposed work site for some cost relief.
It was further noted that if the City is willing to wait to complete the asphalt portion of the project until 2009, this would allow sufficient time for the street to settle following the replacement of a portion of the sewer line on Ash St.
FO Van Lint advised that the City appropriated a combined amount of $223,850 for the Ash St. and School Drainage projects and $94,000 for the engineering costs in 2008. According to Marlene Knutson with the Central SD Enhancement District, if the City is awarded a Community Development Block Grant (CDBG) for the School Drainage Project, these funds may not be awarded until at the earliest, Sept. of 2008, which puts construction beginning in 2009. Additional funding would need to be appropriated for the School Drainage Project in 2009.
She went on to state that the City has appropriated sufficient funds to complete the entire proposed project, as bid, for Ash St. in 2008 if the School Drainage project does not occur until 2009. The only concern voiced was the amount of funds the City would invest in only one block as the mobilization costs are no different for a five block project as compared to one. The City has the option to wait on the asphalt portion of the project and combine it with the School Drainage project in 2009 with the anticipation that, with additional asphalt tonnages, the cost might be less.
Mayor Hart questioned the Council as to whether or not they would like to reject all of the bids as they are considerably higher than the engineer's estimate or table action until further negotiations can take place, within the next 30 days?
Council Member Walker stated that in his opinion, if the City would wait to do the asphalt portion of the project, he does not foresee the oil prices going down. Obviously, the City's hope that with the Highway 73 project bid for construction this summer, and having an asphalt batch plant within close range of the City did not benefit this project at all.
FO Van Lint also suggested that the City meet with the property owners on Ash St. regarding the costs they will incur for the concrete curb, gutter, sidewalk and driveway approaches where applicable.
Motion was then made by Walker, seconded by Kangas to table action on the Ash St. Improvement project bids. Motion carried with all members voting aye.
A meeting will be scheduled in the near future, possibly following the Election Canvass, with the City's Engineers, SPN & Assoc., and the property owners on Ash St. to review options for the proposed project.
At 7:15 p.m. Jeremy Noteboom, owner of Triple XXX Spraying, and Jack Hansen, previous owner of Hansen's Spraying, met with the Council regarding the City's spraying services for 2008.
Mr. Hansen stated that he has sold his spraying business to Mr. Noteboom and will be working with him this year and possibly some of next year to train and protect both Mr. Noteboom and the customers. He is confident that Mr. Noteboom will continue to provide the same quality services as he has for the past several years.
He went on to review the City's spraying costs incurred during 2006 and 2007. He noted that the costs were around $300 difference from one year to the other. He stressed that the costs all depend upon the amount of spraying needed and the moisture conditions. For example if it is a wet year, there is more growth and in turn requires more spraying. This does not allow for a solid bid to be provided to the City.
He then stated that Round-Up, the chemical used for spraying for the City, has increased in cost by 126% from 2007. This in turn will be reflected with a 12% increase to the City for spraying in 2008, which will be approximately $450-$600 more than 2006 and 2007. Furthermore, they will not be implementing an increase for gas and/or labor at this time.
Mr. Hansen also advised the City that spraying has been and will continue to be done on a portion of City property at no charge to the City, i.e. fire hall lot, west community sign area, recycling dumpsters, to name a few.
FO Van Lint thanked Mr. Noteboom as he provided a certificate of insurance for his spraying business. She noted that the City's Workers' Compensation Insurance requires all private contractors of the City to provide a copy of their liability insurance.
She further stated that the average cost of spraying for the last six years was $3365.00. This amount is below the required bid limit and allows the City to contract locally without bidding the services.
Following discussion, motion was made by Walker, seconded by Chin to approve contracting with Jeremy Noteboom, Triple XXX Spraying, for the City's Spraying Services for 2008. Motion carried.
Mayor and Council thanked Mr. Hansen and Mr. Noteboom as they left the meeting at this time.
Council reviewed the following building permits as presented: Michael Baer - fence; Rocky Coyle - remove and replace deck; John Heltzel for Brad Heltzel - 24'x 28' addition; John Heltzel for Eric Heltzel - relocate sewer line to Ash St.; John Heltzel for Rita Merrill - relocate sewer line to Ash St.; One Fine Day - replace and/or repair deck;
Rick & Peggy Palecek - fence; Alvin Pearson - 24'x 23' addition and replace sewer line;
and, Cliff Poss for Don & Delores Poss - remove deck and replace with covered deck.
Following review, motion was made by Walker, seconded by Kangas to approve the above permits as presented. Motion carried.
Property owners installing fences are reminded to call SD One Call two days before digging.
The State of South Dakota has filed a Quit Claim Deed to transfer the spurs to Highway 14 (W. Pine St. and Stanley Ave.) to the City of Philip.
Council went on to review the South Dakota Water/Wastewater Agency Response Network (SDWARN) mutual aid and assistance program.
Council Member Vetter spoke in favor of this program as it is an excellent cooperative resource for smaller communities such as ours. The program started after the major ice storm in eastern South Dakota last year when additional assistance and equipment was needed.
This program will allow the City to call upon other community's within the program or they may call upon us for assistance such as manpower, equipment, supplies, etc. during a water and/or wastewater disaster. There is no fee to belong to the program nor is there a requirement that the City must provide when called upon.
Following discussion, motion was made by Vetter, seconded by Kangas to authorize the Mayor's signature on the SDWARN agreement. A copy of the agreement is on file in the Finance Office. Motion carried.
Bid opening for the Airport Snow Removal Equipment (SRE) building and wind cone upgrades is Wednesday, April 30th at 4:00 p.m. in the Community Room. Bids will be awarded during the May 5th, 2008, Council Meeting.
The City has been awarded the 2007 Excellent Operation and Maintenance Award for its Wastewater Treatment facility.
It was noted that the Sewer Supt. Coyle and/or Asst. Sewer Supt. Reckling are required to maintain the City's operating permit for the sewer lagoons and treatment facilities as required by the SD Dept. of Environment and Natural Resources and the Environmental Protection Agency. This requires daily monitoring as well as testing and sampling during discharge times.
Mayor, Council and those in attendance congratulated Sewer Supt. Coyle and Asst. Sewer Supt. Reckling on an excellent job at maintaining and monitoring the City's Sewer System and Treatment facilities. It was noted that only 70 facilities within the State received this award.
Council review correspondence from SD Dept. of Health regarding the 2008 Mosquito Control Grant available to the City in the amount of $1,854. Previously, the grant was a matching grant program where application was made for up to 50% of proposed costs for mosquito control chemicals and equipment. This year, the program has been revised and establishes the amount that is available and does not require any local matching funds. In order to receive the allocated grant money, the City must complete an application and provide a line item budget for the chemicals and/or equipment that will be purchased with the money.
Street/Sewer Supt. Coyle is compiling costs to complete the budget for chemical and/or any equipment that the City may need for mosquito control in 2008.
Motion was then made by Kangas, seconded by Vetter to authorize Mayor Hart and FO Van Lint to sign and submit the 2008 Mosquito Control Grant application. Motion carried.
Departmental Reports:
The monthly Police Department report was reviewed.
It was noted that due to several complaints of speeding on Pine St., the Police Dept. are now using their radar.
It was noted that Officer Butler will not be attending a Glock Armor training in Wilmar, MN, on May 1st, 2008.
The monthly Street Department report was reviewed.
Motion was made by Kangas, seconded by Vetter to approve Asst. Street/Sewer Supt. Matt Reckling's attendance at the Water/Wastewater Certification April 15th - 17th, 2008, in Spearfish. Motion carried.
Motion was made by Kangas, seconded by Vetter to approve Street/Sewer Supt. Rick Coyle and Asst. Street/Sewer Supt. Matt Reckling's attendance at the mosquito sprayer calibration April 20th, 2008, in Rapid City. Motion carried.
The quarterly Water Department report was reviewed with Water Supt. Pearson.
Pearson advised the Council that City water loss has been increasing over the past few months. He will be working with PWD Lesselyoung to try to locate a possible leak, check the air relief valves and/or walk the main water line to town.
Vetter mentioned that they may want to consider shutting off sections of the town and watch the meter to see if that will help in locating where the water is going.
Motion was made by Vetter, seconded by Walker to authorize FO Van Lint to utilize her compensatory time to train the City of Lemmon personnel at their request April 21-23, 2008, in Lemmon, SD. Motion carried.
Council recognized FO Van Lint as being a great mentor for new Finance Officers.
The Pool Committee will be meeting within the next few weeks to review and interview swimming pool applicants as well as establish wages for the 2008 season employees.
Pool Coord. Carol Schofield advised the Council that there are very few pool applicants again this year. The City may want to consider re-advertising again as the school year ends.
Vetter questioned the reasoning, if any, for the lack of pool applicants?
C. Schofield stated that it requires a lot of responsibility as well as working out in the hot temperatures. The starting pay was increased last year to $7.00 per hour in hopes of finding more employees and at the time, it did work. She also stated that the City will continue to accept applications and will hire as needed.
Motion was made by Vetter, seconded by Walker to approve May 3rd - 4th, 2008, as free dump weekend (rain date: May 9th - 10th, 2008) and May 5th, 2008, as senior citizens/disabled persons pick-up day. The City will be advertising both events in the near future. Motion carried.
Public Comments:
None.
In Other Business:
Election Day is Tuesday, April 8th, 2008, for Ward III only. Ward III registered voters may vote in the Community Room of the Haakon Co. Courthouse from 7:00 a.m. to 7:00 p.m.
Council will meet as the Election Canvass Board on Monday, April 14th, 2008, at 4:30 p.m. in the Community Room to canvass the votes from the April 8th, 2008, election.
The SDML District meeting is April 10th, 2008, in Kadoka. Those attending will be leaving from the courthouse at 6:00 p.m.
Motion was made by Walker, seconded by Vetter to approve PWD Lesselyoung's attendance at the SD Street Maintenance Conf. on April 16th, 2008, in Mitchell. Motion carried.
Motion was made by Kangas, seconded by Walker to approve PWD Lesselyoung, Street Supt. Coyle and DFO Smith attendance at the NFIP workshop April 23rd - 24th, 2008, in Pierre. Motion carried.
Motion was made by Vetter, seconded by Walker to approve DFO Smith's attendance at the SD Assoc. of Code Enforcement meeting April 30th - May 1st, 2008 in Pierre. Motion carried. It was suggested that Officer Butler may wish to attend this event as well and he should be approached.
The next regular City Council Meeting will be held on May 05, 2008, in the Community Room of the Courthouse beginning at 7:00 p.m.
With no further business to come before the Council, the Mayor declared the meeting adjourned at 8:07 p.m.
/s/John F. Hart, Mayor
ATTEST:
/s/Brittany Smith, Deputy Finance Officer
(Publish: April 17, 2008)
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