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A regular meeting of the Philip City Council was held on Monday, May 4, 2009, 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, John Kangas, Monte Palecek, Mike Vetter, David Schofield, Greg Arthur and Tom Struble. Also present were Deputy Finance Officer Brittany Smith, Public Works Director Matt Reckling, Police Chief Kit Graham, Utility Coord. Carol Schofield, Street/Sewer Supt. Rick Coyle, Del Bartels with the Pioneer Review, Lola Roseth, Haakon Co. Emergency Manager, and later, City Attorney Gay Tollefson
Absent: None
Motion was made by Schofield, seconded by Kangas to approve the agenda as presented. Motion carried.
Motion was made by Kangas, seconded by Schofield to approve the minutes of the last two meetings as published in the Pioneer Review. Motion carried.
Motion was made by Schofield, seconded by Palecek to approve payment of the bills from the appropriated funds. Motion carried.
Gross Salaries - Apr. 30, 2009:
Gross Salaries: Adm. - $4593.32; Police - $5511.99; Public Works - $10205.03; Sewer - $1738.07; Street - $3762.28; Water - $3213.35
AFLAC Employee Supplemental Ins. - 04/09 221.28
EFTPS S.S., Medicare, Withholding- 04/09 7506.05
SDRS Employee Retirement- 04/09 2748.72
Ash Street Improv. Project:
Farm Plan Supplies - Water Line Ext. 04/09 31.80
G & G Excavation, LLC Backhoe Water Main Ext. - 04/09 2432.66
Tree Removal - 04/09 102.04
SPN & Assoc. Survey/Const. Eng. thru 04/25/09 3339.55
Philip School Drainage Project:
SPN & Assoc. Survey/Const. Eng. thru 04/25/09 4946.05
Swimming Pool Deck Renovations:
SPN & Assoc. Clerical Eng. thru 04/25/09 113.75
This Month's Bills:
Alltel Cell Phone 03-04/09 78.60
Bad River Rural Water City Shop Water 03-04/09 28.90
Butler, David Reimb. Reg. Fee Glock - 04/09 150.00
Butler Machinery Co. Blade Parts - 04/09 51.58
CNH Capital Supplies - 04/09 3.17
Coyle's Super Valu Supplies - 04/09 11.24
Dakota Care Ins. Employee Health Ins. - 05/09 6885.29
Delta Dental Ins. Employee Dental Ins. - 05/09 512.70
Farm Plan St. Credit - 02/09 -1.31
1st Nat'l Agency FO Bond 5/09-05/10 567.25
1st Nat'l Bank - Philip Utility Postage - 05/09 102.21
1st Nat'l Bank - S.F. SRF Loan #01 Pay #150 - 05/09 3591.18
SRF Loan #02 Pay #126 - 05/09 2163.90
SRF Loan #03 Pay #29 - 05/09 2223.41
Fitzgerald Oil Co. Fuel/LP 03 & 04/09 533.31
Golden West Telephone/Internet 04-05/09 586.17
Haakon Co. Treasurer Office Rent - 05/09 60.00
Haakon School District 27-1 Election Worker Expenses - 04/09 326.89
HD Supply Waterworks, LTD (6)Meter/(11)Meter Heads - 04/09 3246.70
Hometown Computer Services ½ P.D. Network Repairs - 04/09 45.00
Ingram Hardware Supplies - 04/09 22.03
Ingram Pest Service, Inc. R. Site Pest Control - 04/09 75.00
Jenner Equipment Supplies - 04/09 16.33
Konst Machine & Welding Water Supplies - 04/09 51.69
Morrison's Pit Stop Fire Fuel - 04/09 31.87
NAPA Auto Parts Supplies - 04/09 41.75
One Call Systems, Inc. Locates 01-03/09 7.35
Petersen's Variety Supplies - 04/09 27.98
Philip Standard Fuel/Supplies/Oil Chg - 04/09 604.36
Pioneer Review Publishing - 04/09 1086.29
Quill Corp. Supplies - 04/09 51.78
SD Dept. of Revenue Sales Tax Payable - 04/09 293.74
Water Coliform Testing - 04/09 12.00
SD Gov't Finance Officers Assoc. (1) FO School Reg - 06/09 75.00
SD Gov't Human Resource (1) School Reg - 06/09 25.00
Tollefson, Gay Attorney Retainer - 05/09 150.00
USA Blue Book Supplies - 04/09 208.78
USDA RD Loan Pay #53 - 05/09 3069.00
US Postal Service Stamps - 05/09 172.00
VISA - UMB Bank Travel/Supplies 03-04/09 354.87
Waste Connections dba Walker Refuse Residential Collection - 04/09 4263.39
Dumpsters - 04/09 119.60
West Central Electric Electric Charges 03-04/09 2920.64
West Central Machine & Auto '99 Ford Ranger Clutch - 05/09 739.77
WR/LJ Rural Water Airport Water Line - 80% Const. Est. 2679.71
2,837,000 gals - 04/09 3546.25
Contract Min - 04/09 3000.00
Wohlenberg, Ritzman & Co, LLC FY2008 Annual Report 1500.00
FY2007 Audit 1150.00
_____________________________________________________________________
Total Expenditures - 05/04/09 $ 58,428.22
Old Business:
PWD Reckling advised the Council that Gen. Maint., Brian Pearson is replacing the 1000 gallon read meters to 100 gallon read meters and/or meter heads. Approximately nine meters have been replaced to date and the remainder should be replaced within the next week.
Mayor Hart questioned Utility Coord. Schofield relative to the meter replacements reflecting a more accurate account of water consumption and loss? She stated that it could take several months for this to be determined.
Council reviewed the following options from Lyle Signs, Inc. with regard to the Retro-Reflectivity sign replacement for all traffic and street signs. Option one is a telespar setup and is estimated to cost $9,952.96. Option two is an e-series bracket setup and is estimated to cost $6,277.60. Option three is a caps and crosspieces setup and is estimated to cost $6,277.60.
PWD Reckling stated that the telespar signs and posts are those that the counties are installing. The initial costs are more expensive, but accordingly, there is less maintenance and the signs are more easily replaced or re-installed if damaged. The e-series signs and posts are more decorative and very similar to the City's current signs and posts. In his opinion, he would prefer the telespar signs and posts.
Street/Sewer Supt. Coyle also noted that the current signs have to be retightened every so often as the top bolt of the sign post loosens and in turn, the signs turn. He would also recommend the telespar signs and posts.
FO Van Lint reminded the Council that the City is eligible to apply for grant funds to cover between thirty and fifty percent of the total costs of the signs and posts. The definite amount will not be determined until the City applies.
Chief Graham stated that the "Handicapped" parking signs are included in the quote from Lyle Signs, Inc. and will be installed with the other signs throughout the community.
It was also noted that the County Commissioner's will be discussing the replacement of the "Handicapped" parking signs and marking located on S. Howard Ave. in front of the Courthouse during their May 5th, 2009, meeting.
Council Member Palecek questioned if this expenditure was appropriated in the 2009 budget? FO Van Lint reiterated that the City did not appropriate funds for the sign replacement in the 2009 budget.
Following discussion and review, motion was made by Palecek, seconded by Chin to approve option one, telespar setup, from Lyle Signs, Inc. for the Retro-Reflectivity sign replacement for all traffic and street signs. Motion carried.
Motion was then made by Struble, seconded by Kangas to authorize FO Van Lint to apply for the grant funds to assist with financing the sign replacement. Motion carried.
Council discussed the Comprehensive Plan that was reviewed with Seth Hyberger from the Central Enhancement District at the April meeting.
It was noted that Mr. Hyberger has apologized for any confusion the Council may have from the meeting. The 2004 Community Assessment and Horizon's Study Circle goals have been incorporated into the plan. The main issue that has not been addressed at this time and still needs to be is the future land use goals and he would like to see the Council establish a planning committee for this.
Mayor Hart suggested this be an item for the building committee to address at this time. The committees' goals should be to review, layout and plan options that will ultimately come to a community public hearing before the final Comprehensive Plan is adopted.
Council Member Struble stated that he has visited with some of the constituents in his Ward and according to them; they would like to see the City focus on current issues as they are not worried about the future. Comments to him included focusing on the completion of the street improvements proposed and the City contributing more to community recreational programs.
Council Member Vetter questioned how the future land use would be incorporated into the plan and what information is needed?
FO Van Lint stated that the Council needs to establish where they would like the City to grow in the next twenty-five years. She gave examples as to where an industrial park or housing development would go and how the City would provide infrastructure such as water and sewer to these locations. For instance, if a business comes to town, what options are we going to provide for them to become established and make them want to build within the City.
She also noted that this will also address our zoning regulations and possibly establish a mutual agreement with the County. The mutual agreement, which is regulated by State Statue, allows the City an extension radius for zoning regulations. This in future, would require those living within a certain area of the City to comply with our regulations, for example, if a hog confinement would want to build within one mile of the City, they would have to receive our permission.
FO Van Lint also noted that the City is still trying to acquire land to expand the City's Restricted Use Site. In the comprehensive plan, this would be addressed how and where the City would expand to. The plan will assist the current members of the City Council as well as the future Council Members when potential expansion and growth to the City is being discussed and/or implemented.
Council Member Vetter stated that in his opinion, the City would have to grow to the north and west. Obtaining this land or acquiring it as part of the City is another question. He then recommended we set up another meeting with Mr. Hyberger so that the questions can be asked and addressed on a more one-on-one basis.
Mayor Hart directed FO Van Lint to contact Mr. Hyberger to set up a special City Council meeting where the Comprehensive Plan can be discussed.
Council reviewed a quote from Gibson Concrete to repair Kent and Shelia Olson's concrete curb radius that was damaged during snow removal in the amount of $306.12.
Mayor Hart advised the Council that if the City were to repair this, it would be setting precedence. He mentioned Council Member Vetter's previous suggestion of implementing a time frame policy.
Vetter stated and Council Member Kangas agreed that the City encourages and requires residences to repair their sidewalks. In their opinion, the City should repair them if our equipment damages them.
Council Member Chin stated that if the City were going to repair them, a time frame needs to be established. For instance, we should not have to repair a fifteen year old sidewalk.
PWD Reckling also stated that Ms. Olson is now claiming that there is a crack in their six inch concrete driveway that she feels is a result of the damages to the curb radius during snow removal. It was noted that the crack is fourteen feet from the damaged curb and in his opinion, there is no way to prove that the crack was a result of the curb damages. Furthermore, the City does not clean driveways.
Following discussion, motion was made by Chin, seconded by Vetter to approve Gibson Concrete's quote to repair Olson's concrete curb radius in the amount of $306.12 and to establish policy that the City will review future damages on a case by case basis for those damaged within one year after installation. This timeframe will be supported by filed building permits. Motion carried.
Mayor Hart stated that he and FO Van Lint have met with representatives from the State's Congressional Delegation Offices of Stephanie Herseth Sandlin, Tim Johnson and John Thune regarding the need for funding to repair Lake Waggoner. Mr. Thune's representative recommended the City apply for Rural Development funds. During earlier discussions with Central SD Enhancement and Rural Development, the City will only be eligible for loans through their programs. Both Mr. Johnson's and Ms. Sandlin's representatives have received a copy of Lake Waggoner's history and will be investigating possible options for the City and community. Once more information is available, a meeting will be set up with the respective representatives.
Furthermore, Hart noted that according to Ms. Sandlin's representative, grants are also being pursued for an additional daycare in our community.
Council Member Vetter recommended possible funding through the West River Water District to assist with engineering costs for the Lake Waggoner repairs.
Mayor, Council and those in attendance expressed their appreciation to Council Member Schofield for his seven years of service to the City and the constituents in Ward III. It was noted that he began his term in 2002. He left his seat at the Council table at this time.
New Business:
Greg Arthur took his seat at the Council table as the newly elected Council Member of Ward III.
Mayor Hart administered the Oath's of Office to the following elected Council Members: Greg Arthur, Tom Struble and Monte Palecek.
Election of Council President and Vice President was held.
Motion was made by Chin, seconded by Kangas to nominate Mike Vetter as Council President, that nominations cease, and a unanimous ballot be cast for Mr. Vetter. Motion carried with all members voting aye.
Motion was then made by Kangas, seconded by Vetter to nominate Monte Palecek as Council Vice-President, that nominations cease, and a unanimous ballot be cast for Mr. Palecek. Motion carried with all members voting aye.
At this time, Mayor Hart presented the new Council Committee Appointments for 2009/2010. They are as follows:
First name on the Committee list is the head of the Committee.
AIRPORT BUDGET BUILDING GARBAGE
Kangas Arthur Palecek Vetter
Arthur Vetter Struble Palecek
Vetter Struble Kangas Kangas
NUISANCE POLICE REC./HEALTH SAFETY
Arthur Kangas Chin Arthur
Vetter Palecek Kangas Vetter
Chin Struble Vetter Palecek
STREET WATER/SEWER
Palecek Kangas
Vetter Chin
Struble Struble
Mayor Hart also announced the official appointment of Matt Reckling as the City's Public Works Director. It was noted that Mr. Reckling has completed his three month probationary period.
At 7:30 p.m., Lola Roseth, Haakon Co. Emergency Manager, addressed the Council with her office's annual update as well as information regarding the H1N1 flu aka swine flu.
Ms. Roseth first advised the Council that she is receiving daily updates regarding the H1N1 flu. Currently, there are two possible cases in South Dakota. They are being tested and as of this afternoon, they have not been confirmed. She is hopeful that this will not become a pandemic, but if it does happen, she feels confident that the county is prepared to deal with it.
Ms. Roseth then informed the Council that the Point of Dispensing location for Haakon and Jackson County has been changed to Philip High School. This location will accommodate the residents of both counties to receive medications within a forty-eight hour period.
Ms. Roseth also stated that additional sand bags are stocked at the County Highway shop as well as sand in case of a flooding emergency. A stock of MRE's (meals ready to eat) have been obtained from the Red Cross and are readily available to serve a shelter if one needed to be set up in the County. She is also in the process of acquiring cots and blankets for a potential emergency shelter. These will be purchased on a cost share with the Red Cross. She noted that all of the above listed items have been dispersed between storage locations in Philip and Midland.
Ms. Roseth then went on to discuss the Homeland Security Grant that the City was awarded to install an additional warning siren. She stated that the grants go through her office and then she advises the entities within the County of the funds available and eligible projects for the funds. It was also noted that in future, the Counties grant funds will decrease due to the 911 dispatch agreement the County has with the Winner 911 dispatch. According to the agreement, the County is required to give a portion of our Homeland Security Grant dollars to the Winner 911 Dispatch to purchase equipment in order to reduce the 911 dispatch costs.
Ms. Roseth also advised the Council that in the case of an emergency, she will more than likely be calling upon them to assist and then asked for any questions from the Council?
Mayor Hart questioned when the County switched the 911 dispatching to Winner? Ms. Roseth stated that the official switch over date was April 1st, 2009. She expressed her appreciation to them for their hard work and communication skills.
Mayor, Council and those in attendance thanked Ms. Roseth as she left the meeting at this time.
Council reviewed the following building permit as presented: Mel Smith on behalf of Steven Stewart - move garage from 306 Philip Ave. to 502 Valley Dr.
Following review, motion was made Kangas, seconded by Palecek to approve the above permit as presented. Motion carried.
Motion was made by Vetter, seconded by Struble to approve the City's Identity Theft Prevention Program. A copy is on file in the Finance Office. Motion carried with all members voting aye.
Motion was then made by Kangas, seconded by Palecek to approve Resolution #2009-04, Adopting an Identity Theft Prevention Policy. Motion carried with all members voting aye.
RESOLUTION #2009-04
A RESOLUTION ADOPTING AN IDENTITY THEFT PREVENTION POLICY
WHEREAS, The Fair and Accurate Credit Transaction Act of 2003, an amendment to the Fair Credit Reporting Act, required rules regarding identity theft protection to be promulgated; and
WHEREAS, Those rules became effective November 01, 2008, and require municipal utilities and other departments to implement an identity theft prevention program and policy to help protect customers, employees and the municipality from damages related to the loss or misuse of sensitive information; and
WHEREAS, The City of Philip, South Dakota, has determined that the following policy is in the best interest of the municipality and its citizens.
NOW, THEREFORE, BE IT RESOLVED that the following undersigned Mayor, City Council and City Attorney of the City of Philip, County of Haakon, South Dakota, do hereby adopt the City of Philip Identity Theft Prevention Program and Policy in its entirety.
BE IT FURTHER RESOLVED that the said program and policy will take effect immediately following this passage.
Dated this 4th day of May 2009.
/s/ Greg Arthur, Council Member /s/ Shirley Chin, Council Member
/s/ John Kangas, Council Member /s/ Monte Palecek, Council Member
/s/ Tom Struble, Council Member /s/ Mike Vetter, Council Member
/s/ John F. Hart, Mayor /s/ Gay Tollefson, City Attorney
ATTEST:
/s/ Brittany Smith, Program Administrator
Deputy Finance Officer
(Publish: May 14, 2009)
Motion was then made by Palecek, seconded by Vetter to approve the City's Utility Account Application. Motion carried.
Council went on to review a Special Event License Application for the Philip Volunteer Fire Department's annual Firemen's Dance on Friday, July 3, 2009.
Council Member Arthur, representing the Fire Dept., stated that the event location and street closures will be the same as last year's event. It was also noted that written permission has been received from Barry Knutson to utilize his property for the event
Following discussion, motion was made by Kangas, seconded by Palecek to approve the Philip Volunteer Fire Dept. Special Event License Application. Motion carried with Council Member Arthur abstaining.
Airport Improv. Project:
PWD Reckling advised the Council that the SRE building and wind cone project are expected to be completed within the next week with TLC Electric installing the segmented circle markers for the wind cone and contractor, Buskerud Construction, finishing clean up of the area.
Ash Street Improv. Project:
It was noted that the City has completed the water main extension loop from Ash St. to W. Oak St. The street project started this week with the installation of the storm sewer which is expected to be completed by the end of the week.
PWD Reckling requested the Council's authorization to change the location where the new asphalt on Ash Street will match up and abut that on S. West Ave. He is requesting that the asphalt be matched north of the existing manhole there rather than to the south of the manhole as previously designed. The existing asphalt is in better condition north of the manhole.
He also stated that only half of the valley gutter at the intersection of S. West Ave. and Ash St. was designed to be replaced. During the removal process, he is recommending that the entire valley gutter be removed and replaced as it will be difficult to preserve the remaining half.
Following discussion, motion was made by Kangas, seconded by Palecek to authorize replacing the entire valley gutter at the intersection of S. West Ave. and Ash St. as well as abutting the new asphalt on Ash St. with the asphalt on S. West Ave. north of the existing manhole. Motion carried.
It was noted that the on-site engineer for the Ash St. and School Drainage Project has arrived and is on site.
Philip School Drainage Project:
The contractor's, Grizzly Excavating, are expected to commence construction on Wednesday of this week.
Pedestrian/Bicycle Project:
Council reviewed the following engineer's estimates for a proposed eight foot pedestrian/bicycle path along SD Highway 73 aka Larimer Ave. and their locations.
#01 - From Elm St. to Bennett St. $221,470 Construction Estimate
$308,670 with Engineering
#02 - From Elm St. to Bennett St. to School $251,320 Construction Estimate
$344,520 with Engineering
#03 - From Elm St. to Bryan St. to School $134,170 Construction Estimate
$196,870 with Engineering
The engineer's estimates have been designed in phases if the Council would choose to pursue the grant funding that way. Furthermore, it was noted that both of the proposals that state "to school" mean developing a path from SD Hwy 73 at the intersection of Bryan St. west to the school.
FO Van Lint also advised the Council that additional easement and/or land acquisition will need to be obtained from some of the property owners along Hwy. 73 to accommodate the eight foot wide path.
The City Council stressed that the City's interest in the construction of this project is to help insure the health and safety of our bicyclists and walkers by removing them from the flow of traffic in and along Hwy. 73. By general consensus of the Council, they would like to pursue grant to construct the pathway along the entire area from Elm St. north to Bennett St. to the school to address the safety concerns.
Furthermore, the grant will provide a maximum of $250,000 for construction costs only. The project must be completed by 2011.
Following review, motion was made by Palecek, seconded by Chin to approve engineer's estimate #01 for an eight foot pedestrian/bicycle path from Elm St. to Bennett St. to the School. Motion carried with all members voting aye.
Motion was then made by Arthur, seconded by Kangas to approve Resolution #2009-05, Establishing a Continuing Operations & Maintenance Plan. Motion carried with all members voting aye.
RESOLUTION #2009-05
CITY OF PHILIP
RESOLUTION ESTABLISHING
A CONTINUING OPERATIONS AND MAINTENANCE PLAN
HIGHWAY PEDESTRIAN/BICYCLE CORRIDOR CONNECTOR
PROJECT
WHEREAS, the City of Philip has identified the need to undertake Phase I of the Philip Pedestrian/Bicycle Corridor Project, which involves the construction of a pedestrian pathway linking the center of the City to the main highway junction point at or near the intersections of SD Highways 73 and 14, and;
WHEREAS, the City of Philip agrees to maintain the project area after completion, and;
WHEREAS, that maintenance will include an annual inspection of the condition of the pedestrian/bicycle corridor to insure that any necessary and needed maintenance be identified and appropriate measures taken to insure its structural integrity and maintenance for the safety, use and benefit of those individuals who will utilize the structure; and,
WHEREAS, the City of Philip will assume all responsibility for any needed snow and ice removal that may be necessary to insure the path is clear for use by the general public;
NOW, THEREFORE, BE IT RESOLVED, that the City of Philip agrees to assume all responsibility for the maintenance and operations of the proposed highway pedestrian/bicycle corridor as outlined above for the benefit and safety of its citizens.
Approved and adopted this 4th day of May 2009.
/s/John F. Hart, Mayor
City of Philip, South Dakota
ATTEST:
/s/Monna Van Lint, Finance Officer
(Published: May 14, 2009)
Warning System Siren:
DFO Smith advised the Council that the warning siren has been ordered and should arrive within the next few weeks. The location and an easement will be established in the near future.
It was noted that there has been discussion from residents in the area where the siren will be located concerning the ten o'clock whistle.
PWD Reckling stated that he has visited with Brant Sundall, Brant's Electric, regarding a possible silencer to delay the ten o'clock whistle. According to Mr. Sundall, a silencer can be installed for approximately $500 that will delay the whistle for ten minutes. For example, if the fire whistle goes off at 9:58 p.m., this siren will not blow.
Council Member Arthur made the comment that if there is a tornado at 9:55 p.m., this siren would not be beneficial to alert the community.
It was also noted that if the City would install a silencer on this siren, it would not serve its purpose of alerting teenagers of the curfew nor of any emergencies between 9:55 p.m. and 10:05 p.m. Furthermore, there are three other sirens in town that residents would more than likely request a silencer on too.
By general consensus of the Council, a silencer for the ten o'clock whistle will not be installed on the new siren as it would eliminate the purpose of the siren.
The SD Dept. of Legislative Audit has reviewed and accepted the City's 2007 Audit report.
Mayor, Council and those in attendance congratulated FO Van Lint for a job well done on the audit.
Council discussed implementing an on-call schedule policy for weekend emergencies such as a sewer back-up or water leak.
It was noted that in the past, Tom Lesselyoung, retired PWD, covered the majority of the afterhour's calls. Since he has retired, this could and has been a problem for locating City personnel to shut water off, etc.
According to the Fair Labor Standards Act extra pay for working weekends or nights is a matter of agreement between the employer and the employee. It does not require extra pay for on-call employees during weekends and nights.
FO Van Lint advised the Council that she has visited with those employees that will be affected by a policy change and, to date, no concerns have been mentioned.
Council Member Vetter explained that since the City is a utility company, we need to have an emergency contact number so that it does not take five phone calls to reach someone to shut water off so that it does not flood a basement.
She stated that currently, City personnel called out at night or on weekends accumulates compensatory time.
It was noted that if an on-call rotation is developed, the individual on call should also be responsible for checking the lift station once a day on Saturday and Sunday. This has been Rick Coyle's responsibility for many years and it is only fair that the individual on-call take on that responsibility. Compensatory time is accumulated for this service as well.
A motion was made Arthur, seconded by Vetter to approve a three month trial period establishing an on-call schedule and rotation amongst the Street and General Maintenance personnel. The individual that is on call will also check the lift station on Saturday and Sunday. The particulars and emergency phone number will be worked out with the Finance Office and City personnel. Motion carried.
FO Van Lint advised the Council that the Airport credit card system update will be completed by the City's gas supplier, Chevron.
Departmental Reports:
The monthly Police Dept. report was presented and reviewed with Police Chief Graham.
The quarterly Street Dept. report was presented and reviewed with Street/Sewer Supt. Rick Coyle.
Council Member Palecek questioned if the pot holes are scheduled to be repaired this week? Coyle stated that the work is scheduled for Wednesday of this week.
Council Member Arthur then questioned if they would be utilizing the grinder? He noted that Walden Ave. needs more than just packing.
Street/Sewer Supt. Coyle stated that they will be utilizing cold mix and the packer to fill the holes. The grinder will not be beneficial with the cold mix as it is more of a band-aid until hot mix can be obtained. It was noted that a hot mix plant is expected to be set up close to Philip this summer.
The monthly swimming pool report was reviewed with Pool Coord. Carol Schofield.
It was noted that Lindsay Mann has declined the part-time lifeguard position for the 2009 season.
C. Schofield noted that a Pool Committee meeting will be set up in the near future to meet with the manager and review the pool policy handbook. She also stated that once the weather warms up, Philip Body Shop will be sandblasting the pool.
The monthly Water Dept. report was reviewed.
L/P Propane bids received this month: None.
Council reviewed changes to the SD Retirement System, effective July 1, 2009. It was noted that this will allow participating entities to automatically enroll their new employees in the Supplemental Retirement Plan which requires a minimum $25 contribution.
By general consensus of the Council, this is an employee's option and the City will decline enrolling in the Automatic Supplemental Retirement Plan for new hires.
Council reviewed alcohol law changes, effective July 1, 2009. It was noted that the malt beverage license fees will increase at this time and license holders have been encouraged to pay their 2009/2010 fees prior to July 1, 2009, to avoid the fee increase.
The SD Dept. of Environment and Natural Resources has recognized the City's water system and Certified Operator's, Rick Coyle and Brian Pearson, for drinking water compliance for 2008.
Executive Session: None.
Public Comments:
Council Member Kangas asked if the City intends to finish grading his yard after it was dug up in 2006 for a water line installation. It was noted that the City has hauled in sand and gravel to the area where the water line was installed. According to Kangas, the area is full of goat heads and grass will not grow in the area.
He stated that Wayne Schultz would be willing to haul in some compost and grade his yard for an estimated cost of $550 without the grass seed. The grass seed is estimated to cost $200 in which Kangas stated he would pay for if the City agreed to paying the remaining costs.
Mayor Hart questioned if this property was located within the City limits? Council Member Kangas stated that the location is between his home and Henry Ave., in the draw.
Mayor Hart requested PWD Reckling's opinion on the grading of Kangas' property. PWD Reckling stated that he would have to research the actual location of where the work would be done to ensure that it is on City property. Furthermore, he mentioned that the City personnel could do the grading if Mr. Schultz hauled in the compost.
Council tabled any action on Mr. Kangas' request as it was not on the agenda.
In Other Business:
Motion was made by Palecek, seconded by Vetter to authorize FO Van Lint to attend all days and DFO Smith to attend June 11, 2009, of the SDML Human Resource & Finance Officer School scheduled for June 9-12, 2009. Motion carried.
Motion was made by Kangas, seconded by Arthur to authorize closing the Finance Office on Thursday, June 11, 2009, as Office personnel will be attending trainings. Motion carried.
Free Dump Weekend is scheduled for Friday, May 15th and Saturday, May 16th, 2009. The Rubble Site will be open from 9 a.m. to 4 p.m. on both days. No tires, construction materials, plastic, cardboard or household waste will be accepted. Rain date weekend is May 29th - 30th, 2009.
The Senior Citizen/Disabled Persons pick-up is Monday, May 18th, 2009. Residents are asked to contact the City Finance Office by 5:00 p.m. on Friday, May 15th to have their items picked up.
The next Regular Council Meeting is scheduled for Monday, June 1st at 7:00 p.m. in the Community Room.
With no further business to come before the Council, the Mayor declared the meeting adjourned at 8:21 p.m.
/s/ John F. Hart, Mayor
ATTEST:
/s/ Brittany Smith, Deputy Finance Officer
(Publish: May 14, 2009)
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