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PROCEEDINGS OF THE CITY COUNCIL
CITY OF PHILIP, SOUTH DAKOTA
SPECIAL MEETING
ELECTION CANVASS BOARD
April 14, 2008
A special meeting of the Philip City Council was held on April 14, 2008, at 4:30 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, Monte Palecek, Dan Walker, John Kangas and Michael Vetter. Also present were Deputy Finance Officer Brittany Smith, Public Works Director Tom Lesselyoung, Sam Hohn with SPN & Assoc., Del Bartels of the Pioneer Review, Rita Merrill; and later, Wade Schofield and Utility Coord. Carol Schofield.
Absent: Council Member Schofield
Mayor Hart opened the meeting stating that the purpose of this meeting was to review and discuss the Ash Street Improvement Project Bids opened on Monday, April 7th, 2008, with the City's Engineer, Sam Hohn with SPN & Assoc., and the Ash Street property owners.
Mr. Hohn addressed the Council with the various options for the proposed Ash St. project. He has visited with the low bidder, Simon Contractors, about different options for the project as well as PWD Lesselyoung regarding the City personnel completing a portion of the work, i.e. concrete removals, tree removals, top soil and seeding. Simon Contractors has confirmed that they have no problem with the City completing the above stated work, but would not be interested in the project if the City does not complete the asphalt portion of the bid project. It was also noted that Simon Contractor's would not be purchasing their asphalt from Border States Paving, the successful bidder of the South Highway 73 project, as they make their own asphalt.
The original bid from Simon Contractors was $135,526.10; the engineer's estimate was $81,508.00; and if the City would complete the above stated work, Simon Contractor's bid would reduce to approx. $108,000.
PWD Lesselyoung stated that he has estimated the costs for the City personnel to complete the removals, seeding & top soil placement at $8,000. This work would take approx. one month to complete and would require coordinating with the contractor's schedule, which may be difficult. Furthermore, this would be top priority and other items such as sweeping and blading would be put on hold until the Ash St. project work is done.
Mr. Hohn went on to say that the bids received for the project are inflated as he compared them to the bids received for a project recently bid in Salem, SD. For example, the asphalt was bid at $107.60 per ton for the City of Philip and $56.00 per ton for the City of Salem. He further advised that the City's project is only one block and Salem's project is five blocks. The fact is that the City of Philip's project is too small and all of the costs have been inflated by the bidders.
FO Van Lint stated that if the Council determines to adjust a portion of the project as bid, the City would be required to re-bid the concrete and installation portions of the project again.
Mayor Hart noted that if the City would re-bid the project without the asphalt work, two different options could be presented: 1) with the City personnel completing a portion of the work; and, 2) the contractor does all of the work.
Wade Schofield and Rita Merrill, property owners on Ash St., both stated that they have no problem waiting if the City chooses to wait until next year to combine the project with the School Drainage Project with hopes of the costs being lower.
Following discussion and review, motion was made by Kangas, seconded by Palecek to reject all of the bids received for the Ash Street Improv. Project. Motion carried with all members voting aye. The City will re-bid this project in conjunction with the Philip School Drainage project, tentatively scheduled for 2009.
PWD Lesselyoung stated that the City will be completing the sewer line repairs as previously scheduled. This will be started as soon as possible. This will allow for the settling of the street prior to the project being re-bid in 2009.
PWD Lesselyoung went on to review Golden West Telecommunications excavating permit that was presented and approved on March 17th, 2008. The permit is to bore a 12" hole for two 4" conduits from north of Highway 14 south on N. Wood Ave., through the alley running east and west between 107 and 109 N. Wood Ave. and connecting at the Golden West building on 102 N. Larimer Ave. He stated that they plan to bore the line within the four foot (4') boulevard area and will be approx. three to four feet (3-4') deep.
Concerns were voiced with regard to the four inch (4") void between the conduits and boring. City Engineer, Sam Hohn with SPN & Assoc., recommended the City request Golden West Telecommunications install a cement-slurry to fill the void and attempt to prevent settling and heaving in the area.
Lesselyoung also stated that there are other utilities within the area of the proposed bore. He voiced concern for the sanitary sewer lines that may be potentially damaged. Unfortunately, if damage does occur to these service lines, the City will not be able to identify them at the time the boring is done. Potential problems could not show themselves until much later on. He noted that the water lines are approx. generally five to six feet (5-6') deep and should not be affected by the boring, but damage could occur.
Mr. Hohn then suggested that the City require Golden West to televise every service line in the area that is being bored before and after the boring is completed. This would be insurance for the City to determine if there was any damage done and to have them repair it.
Council Member Vetter questioned who the boring contractor for Golden West is and stated that a set of the plans for the boring should be provided to the City for review prior to the work.
Lesselyoung stated that he would be in contact with Tom Finn with Golden West to discuss the cement-slurry placement, televising of the service lines and request a set of plans.
Motion was made by Walker, seconded by Kangas to approve a building permit presented by Monte Palecek to re-shingle his house, garage and shed. Motion carried with Council Member Palecek abstaining.
Council reviewed the following Building Permits: Keven Morehart - finish backyard fence and install fence in front yard; and, Kent and Shelia Olson - 20'x 12' garden shed.
Motion was made by Walker, seconded by Kangas to approve the permits as presented. Motion carried.
The SD Dept. of Environment and Natural Resources has recognized the City of Philip public water system as well as the certified operators; Street/Sewer Supt. Coyle, PWD Lesselyoung and Water Supt. Pearson for drinking water compliance.
Mayor, Council and those in attendance congratulated the certified operators for an excellent job.
Mayor Hart reviewed the SD Dept. of Transportation's (DOT) Office of Aeronautics plans for the 2008 SD Airport Runway Maintenance scheduled at the Philip Airport. He noted that the 2008 Airport Pavement Maintenance Project Agreement for Transfer of Entitlements and Certification of Economic Necessity needs to be submitted for final approval and acceptance within the next week.
FO Van Lint stated that she has a call into Wayne Nelson with the SD DOT Office of Aeronautics to determine what the maintenance involves as well as inquiring as to the possibility of utilizing the Airport Fuel Tax Funds to cover the City's 3% portion of the project estimated at $630.47. Currently, the City has $3788.70 Airport Fuel Tax Funds available.
Motion was then made by Kangas, seconded by Palecek to approve Mayor Hart's signature on the 2008 Airport Pavement Maintenance Project Agreement for Transfer of Entitlements and Certification of Economic Necessity. Motion carried with all members voting aye.
Other Business:
None.
With nothing further, the Council adjourned at 5:09 p.m. to reconvene as the Election Canvassing Board.
/s/John F. Hart, Mayor
ATTEST:
/s/Brittany Smith, Deputy Finance Officer
(Publish: April 24, 2008)
PROCEEDINGS OF THE CITY COUNCIL
CITY OF PHILIP, SOUTH DAKOTA
ELECTION CANVASS BOARD
April 14, 2008
Mayor Hart called the meeting to order and announced that the Council would convene as a Board of Canvassing.
At this time, the Mayor and Council Members of the City of Philip, with the exception of Shirley Chin, proceeded to act as the Board of Canvassers for the Municipal Election held on April 8th, 2008.
Council then reviewed the official Poll Books of the April 8th, 2008, election with the following official canvass results noted for the record:
Ward III
Greg Arthur - 17 Shirley Chin - 22 Total - 39
Motion was then made by Vetter, seconded by Kangas to approve the official Canvass of the April 8th, 2008, Municipal Election as presented above. Motion carried with Chin abstaining.
FO Van Lint stated that Mayor John F. Hart was unopposed as well as John Kangas, Ward II Council Member. There were no petitions filed for the Ward I Council Member position that is currently filled by Michael Vetter.
With nothing further, the Council adjourned as the Election Canvass Board at 5:15 p.m.
/s/John F. Hart, Mayor
ATTEST:
/s/Brittany Smith, Deputy Finance Officer
(Publish: April 24, 2008)
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