A regular meeting of the Philip City Council was held on Monday, July 6, 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, Greg Arthur and Tom Struble. Also present were Deputy Finance Officer Brittany Smith, Public Works Director Matt Reckling, Police Chief Kit Graham, Police Officer David Butler, Utility Coord. Carol Schofield, City Attorney Gay Tollefson, Marlene Knutson with the Central SD Enhancement District, Del Bartels with the Pioneer Review, and later, members of the Haakon County Young Women: Heidi Burns, Tonya Kramer, Debbie Hansen, Kay Ainslie, Trisha Larson, Jenny Terkildsen, LeeAnn Knutson, Marcy Ramsey, Gayle Rush and Sharon Hemmingson.
Absent: None
Motion was made by Vetter, seconded by Palecek to approve the agenda as presented. Motion carried.
Motion was made by Palecek, seconded by Kangas to approve the minutes of the last meeting as published in the Pioneer Review. Motion carried.
Motion was made by Struble, seconded by Palecek to approve payment of the bills from the appropriated funds. Motion carried.
Gross Salaries - June 30, 2009:
Gross Salaries: Mayor/Council - $4175.00; Adm. - $4593.32; Police - $6081.99; Public Works - $2859.99; Rubble Site - $2112.93; Sewer - $812.05; Street - $4453.53; Swimming Pool - $3556.88
AFLAC Employee Supplemental Ins.- 06/09 172.78
EFTPS S.S., Medicare, Withholding- 06/09 5579.37
SDRS Employee Retirement- 06/09 2395.54
Additional Bills - June 2009:
Petty Cash Swimming Pool - 06/09 50.00
Wells Fargo Bank Final GO Water Bond Pay # 21 25987.50
Airport Improv. Project:
Buskerud Construction Final Pay Req. #07 - thru 6/5/09 11781.92
Kadrmas, Lee & Jackson, Inc. Engineering - thru 5/23/09 1248.77
Ash Street Improv. Project:
Ainsworth-Benning Construction Pay Req. #02 - thru 6/27/09 88347.24
O'Connell Construction, Inc. 8.76 T Asphalt Millings - 06/09 61.32
SPN & Assoc. Const. Eng. thru 06/27/09 12406.05
Philip School Drainage Project:
Grizzly Excavating Pay Req. #02 - thru 6/20/09 117230.58
SPN & Assoc. Const. Eng. thru 06/27/09 15672.93
This Months Bills:
3 B's Heating & Air Cond. Heater Service - 02/09 65.76
Alltel Cell Phone 05-06/09 78.54
Arnold Pool Co. Supplies - 06/09 36.50
Bad River Rural Water City Shop Water 05-06/09 24.70
Cenex Harvest States Fuel/Supplies 05-06/09 875.76
CNH Capital Supplies - 06/09 70.07
Commercial Pool & Spa, Inc. (1) Pool Drain/Supplies 197.33
Coyle's Super Valu Supplies - 05/09 51.26
Dakota Care Ins. Employee Health Ins. - 07/09 7296.71
Delta Dental Ins. Employee Dental Ins. - 07/09 512.70
Farm Plan Supplies - 06/09 68.13
1st Nat'l Bank - Philip Utility Postage - 07/09 107.48
1st Nat'l Bank - S.F. SRF Loan #01 Pay #152 - 07/09 3591.18
SRF Loan #02 Pay #128 - 07/09 2163.90
SRF Loan #03 Pay #31 - 07/09 2223.41
Fitzgerald Oil Co. Fuel 05-06/09 184.19
Golden West Telephone/Internet 06-07/09 629.03
Grossenburg Implement Supplies - 06/09 74.71
Haakon Co. Library 2009 Telephone/Internet Allocation 1050.00
Haakon Co. Treasurer Office Rent - 07/09 60.00
½ P.D. Teletype 01-12/09 1800.00
Ingram Hardware Supplies 05-06/09 262.36
McQuirk Ditching Backhoe - 06/09 168.30
Morrison's Pit Stop Supplies - 06/09 111.14
NAPA Auto Parts Supplies 05-06/09 174.89
Northwest Pipe Fittings, Inc. Supplies - 06/09 352.00
O'Connell Construction, Inc. 31.6 T Gravel - 06/09 158.00
Occupational Health Network, Inc. (2) Pre-employment Tests - 06/09 124.00
One Call Systems, Inc. Locates 04-06/09 23.10
Petersen's Variety Supplies/Shipping 06-07/09 118.79
Petty Cash Copies/Postage/Supplies 04-06/09 26.95
Pioneer Review Publishing - 06/09 828.53
Match Bronc Ride Pub - 2009 2500.00
Quill Corp. Supplies - 06/09 226.83
Ramkota Inn - Pierre FO/HR Motel Room - 06/09 158.00
RVS Utility Billing Cards - 05/09 367.10
Schaeffer's Mfg. Co. Grease - 07/09 105.90
Slovek, Dwight/Marie Cust. Deposit Refund - 07/09 100.00
SD Dept. of Revenue Sales Tax Payable - 06/09 635.96
Water Coliform Testing - 06/09 12.00
SD DENR Drinking Water Fee - FY2010 600.00
Smith, Brittany Mileage Reimb. - 06/09 63.64
Stan Houston Equip. Co., Inc. Pool Supplies - 05/09 41.45
The Pool & Spa Center Pool Supplies - 06/09 54.04
Tollefson, Gay Attorney Retainer - 06/09 150.00
Triple XXX Spraying, LLC Lagoon/Waggoner Spraying - 05/09 828.00
USDA RD Loan Pay #55 - 07/09 3069.00
US Postal Service PO Box Rentals - 2009 120.00
Stamps - 07/09 246.40
VISA-UMB Bank Travel Exp./CPO Reg - 06/09 573.00
Waste Connections dba Walker Refuse Residential Collection - 06/09 4297.68
Dumpsters - 06/09 213.20
West Central Electric Electric Charges 05-06/09 2312.72
WR/LJ Rural Water 5,432,000 gals - 06/09 6790.00
Contract Min - 06/09 3000.00
Zeeb Pharmacy, Inc. Pool Concession - 06/09 615.36
_____________________________________________________________________
Total Expenditures - 06/01/09 $297,338.51
Old Business:
PWD Reckling advised the Council that Gen. Maint., Brian Pearson, and Temp. Street Personnel, Jason Petersen, have completed the replacement of the 1000 gallon read meters to 100 gallon read meters.
Mayor Hart expressed his appreciation to both Mr. Pearson and Mr. Petersen for a job well done.
Council reviewed the updated proposed Comprehensive Plan's possible land use maps that reflect the City's correct zoning districts. It was noted that previously, the maps outlined commercial zoning districts which have been changed to industrial zoning districts per City Ordinance. No other changes were noted.
Council reviewed the tabled request from Council Member Kangas for additional grading, top soil and seeding of his yard after it was dug up in 2006 for a water line installation.
Kangas stressed that this request is not for his property. It is for the county's property that needs to be brought back to its original condition following the water line installation in 2006. It is still in need of more leveling as there are two low spots that hold water as well as seeding.
It was noted that the City had hauled in topsoil, but did not reseed the property as they have done in past projects such as this.
Council Member Arthur stated that if the City did not put the property back to its preconstruction condition, we need to do so.
PWD Reckling stated that the City personnel could have this completed in half a day if the Arena Assoc. would allow the use of their chisel for the seeding.
Kangas advised that if the City would concede to leveling and seeding, he would take care of the weeds.
Following discussion, motion was made by Palecek, seconded by Arthur for City personnel to level the two low spots and seed the county's property to bring it back to its preconstruction condition. Motion carried.
New Business:
Philip School Drainage Project:
At 7:15 p.m., as previously advertised, a public hearing was held on the progress of the Community Development Block Grant (CDBG) with regard to the Philip School Drainage project.
Marlene Knutson, Director of Central SD Enhancement District, advised the Council that the City will be applying for its payment from the CDBG allocation in the amount of $87,603.08. She further noted that with the project change orders, an amendment to the CDBG grant may be available for additional funds that may apply to those changes. This will be determined once the final pay request to Grizzly Excavating is submitted for payment.
She went on to state that the project is progressing well and asked for any concerns or comments regarding the project.
Mayor Hart expressed his observation of the project drainage area during the recent rainfalls. He noted that he was very pleased as the water drained through the area just as it was designed to do.
PWD Reckling advised the Council that the majority of the project is completed with the exception of some curb and gutter, driveway approaches and seeding the hillside. It was noted that subcontractor, Simon Construction, will be working on the concrete work tomorrow. The seeding will be completed by subcontractor, Buskerud Construction, in the near future.
He further noted that the geo-thermal line on the school's property was damaged during the storm sewer pipe installation. The line will be repaired by Action Mechanical once the parts are received from a company that sells the specialized six inch pipe in Denver, CO. The quote from Action Mechanical for the repairs is estimated at $4,589.08 with no warranty.
It was questioned as to who is responsible for the repair expense of the geo-thermal line as it does not belong to the City? PWD Reckling stated that the geo-thermal line was not located prior to digging in the school playground as the Philip Geo-thermal, Inc. is not a recipient of the SD One Call locates. He has spoken with the group's treasurer, Ray Smith, regarding the damages and repairs. In Reckling's opinion, the repair expenses are not the City's.
Council Member Vetter suggested the City contact the Philip Geo-thermal, Inc. members once a bill is received from Action Mechanical. They will need to provide a justifiable reason as to why they are should not be responsible for the repairs as well as why they do not locate their service lines through SD One Call notifications. The City could then consider and determine who is responsible for the repair expenses. Furthermore, in his opinion, the expense repair would be those that utilize and benefit from the geo-thermal water.
By general consensus of the Council, it was agreed that it is not the City's responsibility to locate or repair the geo-thermal lines because they do not belong to the City.
No action was taken on the geo-thermal line repairs.
Council Member Palecek questioned if any asphalt will need to be replaced in the school's parking lot due to a portion being removed for the installation of the curb and gutter? PWD Reckling stated that the pavement replacement was not included in the project bid. He stated that City personnel will be utilizing cold mix to patch that area as a hot mix plant is not available within our area.
Council Member Palecek then questioned if the engineer's have received a response from Grizzly Excavating regarding the manhole covers that were not installed to specification? PWD Reckling stated that Grizzly will be replacing the manhole covers to specifications as well as installing a concrete diamond surface around the manholes.
PWD Reckling further noted that the asphalt that was removed in the School's playground will be replaced with concrete instead of asphalt per bid specifications. This has been confirmed with School Supt. Keven Morehart..
Motion was made by Palecek, seconded by Arthur to approve Change Order #02 in the amount of $15,220.20 with Grizzly Excavating for lowering the six inch water main below the storm sewer and re-grading the gravel base course to increase the depth of the asphalt that was installed. Motion carried.
Motion was then made by Struble, seconded by Vetter to approve Pay Request #02 in the amount of $117,230.58 to Grizzly Excavating for work completed through June 20, 2009. Motion carried.
Mayor, Council and those in attendance thanked Ms. Knutson as she left the meeting at this time.
Ash Street Improv. Project:
Motion was made by Kangas, seconded by Arthur to approve Change Order #01 in the amount of $28,634.20 with Ainsworth-Benning for the gravel base course and asphalt surfacing changes. Motion carried.
Motion was made by Vetter, seconded by Struble to approve Change Order #02 in the amount of $7,073.95 with Ainsworth-Benning for quantity adjustments for additional work completed. Motion carried.
Motion was made by Kangas, seconded by Arthur to approve Pay Request #02 in the amount of $88,347.24 to Ainsworth-Benning for work completed through June 27, 2009. Motion carried.
PWD Reckling noted that the items listed on the substantial completion punch list have been done to his satisfaction.
Motion was made by Vetter, seconded by Arthur to approve the Statement of Substantial Completion of the Ash Street Improv. project. Motion carried with all members voting aye.
Council then reviewed the special assessment role and notice of prepayments for the project. It was noted that according to City policy, interest rates on special assessments are calculated by today's prime rate of 3.25% plus 2% for a total interest rate of 5.25% over ten years. Should a property owner pay their special assessment prior to the due date of Aug. 15, 2009, they will receive a 2% discount on their total assessment cost.
Motion was then made by Palecek, seconded by Kangas to approve the Notice of Prepayments and establishing the special assessment interest rate at 5.25% and with a 2% discount to those property owners that pay their assessment in full by Aug. 15, 2009. The Finance Officer is directed to send notice to those property owners listed on the Special Assessment role. Motion carried with all members voting aye.
Motion was made by Vetter, seconded by Palecek to approve Resolution #2009-08, Supplemental Appropriations Operating Transfer to Finance Ash Street & the Philip School Drainage Improvement Project for 2009. Motion carried with all members voting aye.
RESOLUTION #2009-09
SUPPLEMENTAL APPROPRIATIONS
OPERATING TRANSFER
TO FINANCE ASH STREET & PHILIP SCHOOL DRAINAGE
IMPROVEMENT PROJECTS FOR 2009
WHEREAS, the City of Philip, South Dakota has begun the construction phase of the Ash Street and Philip School Drainage projects at a combined estimated construction cost of approximately $400,000;
WHEREAS, during the 2009 Appropriations hearings and discussions, it was determined by the City Council to utilize the balance of the Special Revenue Fund - 2nd Cent Sales Tax to assist in financing the above noted projects;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Philip, South Dakota, does hereby authorize the Finance Officer to make the following operating transfer as previously budgeted to assist in financing the Ash Street and Philip School Drainage Improvement Projects; and,
BE IT FURTHER RESOLVED THAT, this operating transfer will deplete the Special Revenue Fund - 2nd Cent Sales Tax cash to a zero balance. Therefore, the Finance Officer is further authorized and directed to close said Special Revenue Fund as it has served its intended purpose and is no longer required as part of the City's accounting system. These revenues are now being maintained and accounted for within the General Fund as allowed by State Statute.
FROM: 212-00000-10400 Sp. Rev. Fund - 2nd Cent Sales Tax Cash
(Operating Transfer) $ 58,057.00
TO: 101-00000-10400 General Fund Cash
Ash Street/School Drainage Imprv. $ 58,057.00
Dated this 6th day of July 2009.
/s/ John F. Hart, Mayor
ATTEST:
/s/ Monna Van Lint, Finance Officer
(Published once July 16th, 2009 at approximate cost of $_______)
At 7:30 p.m., Mayor Hart announced that it was time to open quotes for the Quarterly Pest Control Services as solicited.
Mayor Hart opened the following quote for services beginning in August 2009 and ending July 31st, 2011:
Ingram's Pest Service, Inc. - $77.00 per quarter plus $5.00 per manhole
Following review, motion was made by Struble, seconded by Vetter to accept the quote from Ingram's Pest Services, Inc. for quarterly pest control services in the amount of $77.00 per quarter plus $5.00 per manhole beginning August 2009 and ending July 31st, 2011. Motion carried with all members voting aye.
Airport Improv. Project:
Motion was made by Kangas, seconded by Vetter to approve Change Order #01 in the amount of ($180.80) credit with Buskerud Construction for some minor adjustments made in the project and extending the warranty on the concrete building floor slab to five years for surface defects. Motion carried.
Motion was made by Vetter, seconded by Palecek to approve the Final Acceptance and Final Pay Request #07 in the amount of $11,781.92 to contractor Buskerud Construction. Motion carried with all members voting aye.
Motion was made by Kangas, seconded by Arthur to approve the engineering agreement with Kadrmas, Lee & Jackson, Inc. for the environment assessment of the Municipal Airport for land acquisition purposes within the runway protection zones. Motion carried.
Motion was made by Palecek, seconded by Arthur to approve the 1st Reading of Ord. #2009-06, 2009 Supplemental Appropriations Ordinance Airport Improvements - Snow Removal Equipment Building & Environmental Study Approaches. Motion carried with all members voting aye.
ORDINANCE #2009-06
2009 SUPPLEMENTAL APPROPRIATIONS ORDINANCE
AIRPORT IMPROVEMENTS
SNOW REMOVAL EQUIPMENT BUILDING &
ENVIRONMENTAL STUDY - APPROACHES
WHEREAS, in 2008, the City of Philip, South Dakota entered into a grant agreement with the Federal Aviation Administration and the State of South Dakota Dept. of Transportation for the purpose of constructing a Snow Removal Equipment Building to be used to house airport runway maintenance equipment; and,
WHEREAS, in June of 2008, the City of Philip was offered an additional grant through the Federal Aviation Administration and the State of South Dakota Dept. of Transportation for the purpose of conducting an Environmental Study of the existing Airport Runway Approaches and the areas in and around these approaches; and,
WHEREAS, the City of Philip did not anticipate that the construction of said Snow Removal Equipment Building would carry over into the City's 2009 Fiscal Year and Budget. Further, the City failed to budget for the additional grant offered to the City to assist in conducting the environmental study of the Airport approaches in preparation for the possibility of obtaining additional land for said approaches;
NOW THEREFORE, BE IT ORDAINED, that the following Supplemental Appropriations Ordinance be and hereby is adopted in order that the appropriate budgetary requirements will be in place to reflect the anticipated revenues and expenses related to these projects and are expected to be forthcoming in Fiscal Year 2009.
GENERAL FUND
43500 AIRPORT
43500 Airport Improv. SRE Bldg. $ 52,895.00
43500 Airport Improv. Env. Study $ 75,790.00
TOTAL AIRPORT IMPROV. EXP. $ 128,685.00
TOTAL APPROP. & ACCUM. $ 128,685.00
MEANS OF FINANCE
The following designates the fund or funds that money derived from the following sources is applied to.
GENERAL FUND
33100 FEDERAL & STATE GRANT
33100 - Fed. FAA & State DOT Grant $ 126,411.00
TOTAL FED./STATE GRANT $ 126,411.00
41150 CONTINGENCY TRAN.
41150 Contingency Transfer $ 2,274.00
TOTAL CONTINGENCY TRAN. $ 2,274.00
TOTAL MEANS OF FINANCE $ 128,685.00
Dated this ____ day of ____________ 2009.
/s/ John F. Hart, Mayor
ATTEST:
/s/ Monna Van Lint, Finance Officer
Passed First Reading: July 06, 2009
Passed Second Reading:
Yeas: 06 Nays: 00
(Published twice on July 16 and August 13, 2009 at an approximate cost of $_________)
Warning System Siren:
PWD Reckling advised the Council that West River/Lyman Jones Rural Water Systems, Inc. have graciously offered an easement on their property for the installation of the new siren. An easement will be drafted in the near future for approval. Once that is in place, the City can proceed with the siren installation.
Motion was made by Kangas, seconded by Palecek to approve the1st reading of Ordinance #2009-07, 2009 Supplemental Appropriations Ordinance, Warning Siren, Emergency Management Grant. Motion carried with all members voting aye.
ORDINANCE #2009-07
2009 SUPPLEMENTAL APPROPRIATIONS ORDINANCE
WARNING SIREN - EMERGENCY MANAGEMENT GRANT
WHEREAS, the City of Philip, South Dakota has determined that for the safety and security of its residents, it would be in the City's best interest to pursue funding for the installation of an additional disaster warning siren in the northern area of the community to enhance and improve the existing warning system and more effectively notify and protect the general public of impending disaster; and,
WHEREAS, the City of Philip applied for and was awarded a SD Homeland Security Grant through the SD Emergency Management Program in the amount of $7,155.00; and,
WHEREAS, the City of Philip did not anticipate the award of this grant when preparing the 2009 Municipal Appropriations budget;
SO NOW THEREFORE, BE IT ORDAINED, that the following Supplemental Appropriations Ordinance be and hereby is adopted in order that the appropriate funding can be in place to reflect the grant awarded and expenses that will be incurred in the purchase and installation of an additional disaster warning siren.
GENERAL FUND
42200 FIRE DEPARTMENT
42200 Fire Dept. Equip. $ 9,356.00
TOTAL FIRE DEPARTMENT $ 9,356.00
TOTAL APPROP. & ACCUM. $ 9,356.00
MEANS OF FINANCE
The following designates the fund or funds that money derived from the following sources is applied to.
GENERAL FUND
33180 HOMELAND SECURITY GRANT
33180 - Homeland Security Grant $ 7,155.00
TOTAL HOMELAND SEC. GRANT $ 7,155.00
41150 CONTINGENCY TRAN.
41150 Contingency Transfer $ 2,201.00
TOTAL CONTINGENCY TRAN. $ 2,201.00
TOTAL MEANS OF FINANCE $ 9,356.00
Dated this ____ day of ____________ 2009.
/s/ John F. Hart, Mayor
ATTEST:
/s/ Monna Van Lint, Finance Officer
Passed First Reading: July 06, 2009
Passed Second Reading:
Yeas: 06 Nays: 00
(Published twice on July 16 and August 13, 2009 at an approximate cost of $_______)
Pedestrian/Bicycle Project:
Council reviewed correspondence from the SD Dept. of Transportation regarding the City's application for Transportation Enhancement Stimulus Grant funds. The City's application for funding the project has been denied due to the required right-of-way acquisitions. DOT noted that the project may be eligible for consideration under the traditional Enhancement Program funding.
Mayor Hart advised the Council that he will be visiting again with Darin Bergquist, Secretary of Transportation, regarding the project. This is the fourth time the City has applied and been denied grant funds to install pedestrian/bicycle path on SD Highway 73 aka Larimer Ave.
Council Member Arthur mentioned the possibility of the City doing this project on their own, in phases, and bidding it out to the local contractors. This may be the only way that the sidewalk is in place for the safety of our community.
FO Van Lint noted that the majority of the property owners along the project location have voiced their desire to have a sidewalk in front of their property. If need be, the City could pursue the initially proposed design with a five foot sidewalk. This would be in the current highway right-of-way and would only require the State's permission to occupy their right-of-way.
No action was taken.
Motion was made by Vetter, seconded by Arthur to approve Resolution #2009-09, Supplemental Appropriations Contingency Transfer. Motion carried with all members voting aye.
RESOLUTION #2009-09
SUPPLEMENTAL APPROPRIATIONS
CONTINGENCY TRANSFER
2009 FISCAL BUDGET
WHEREAS, it appears that there will be insufficient funds in the 2009 General Fund Budget to carry out the indispensable functions of government. It is proposed that the following Supplemental Contingency Transfer Appropriation be adopted.
FROM: 101-41400-41150 Contingency - $19,330.00
TO: 101-41900-41100 Public Works Salary - $5,975.00
101-41900-41200 Public Works Fica/Medicare - $415.00
101-41900-41300 Public Works Retirement - $50.00
101-41900-41500 Public Works Health Ins. - $675.00
101-41920-42600 Govt. Building Supplies - $500.00
101-42200-42100 Fire Dept. Insurance/Bonds - $1,849.00
101-43500-43300 Airport Improv. Other Than Bldg - $5,000.00
101-43800-41300 Rubble Site Retirement - $255.00
101-43800-41500 Rubble Site Health Ins. - $540.00
101-43800-42100 Ambulance Insurance/Bonds - $3,876.00
101-46500-42830 Community Sign Electricity - $200.00
Dated this 6th day of July 2009.
/s/ John F. Hart, Mayor
ATTEST:
/s/ Monna Van Lint, Finance Officer
(Published once July 16th, 2009 at approximate cost of $_______)
Council went on to review a Special Event License Application for the Three-Day Breast Cancer Walk participants, Krystal Noteboom and Kelcey Triebwasser, to host a Breast Cancer Benefit Street Dance. The event is planned for Saturday, Aug. 1, 2009, and will be held on E. Oak St. from the intersection of Center Ave. and E. Oak St. to the 73 Bar.
Chief Graham voiced concern regarding the applicants requesting to close off two streets as there could be traffic issues on E. Oak St. He also questioned the possibility of hosting the street dance in the alley between The Steakhouse and 73 Bar? It was noted that that was not presented on the application.
He then recommended some options to consider that will avoid any potential traffic concerns on E. Oak St. For instance, move the dance location to the east to open up Center Ave. or block E. Oak St. with barricades from the Fire hall entrance so traffic can move freely. Furthermore, the Philip Vol. Fire Dept.'s demolition derby is that afternoon and there could possibly be trailer traffic downtown that evening.
It was noted that they have provided written permission from the adjoining property owners, Barry Knutson and West Central Electric, regarding the street closures.
Mayor Hart asked City Attorney Tollefson's recommendation on the application? In her opinion, a copy of their liability insurance will need to be provided to the City, but otherwise she has no legal concerns.
Following discussion, motion was made by Vetter, seconded by Struble to approve the Breast Cancer Benefit Street Dance application contingent upon receiving a copy of their insurance and request that E. Oak St. be blocked off at the Fire Hall entrance so traffic can move freely. Motion carried.
Council reviewed a request from Deetta Terkildsen regarding the 2009 Farmer's Market peddler's licensing fees. The market will be similar to that held last year. The Council was asked to consider waiving any peddler's licensing fees for the event that will be hosted again in the Fire Hall Park from July through October.
Following review, motion was made by Chin, seconded by Kangas to approve the request and waive any peddler's licensing fees for the 2009 Farmer's Market. Motion carried.
Council reviewed the following building/flood plain development permits as presented: Christine Andrus - 6' privacy fence; Mark Foley - amend deck permit from 12'x 25' to 12'x 36'; Joyce Hart - replace back steps; Bernard Jeska - leveling yard & installing retaining wall; Murray's Coffee Confections & More - sign & remodeling; Don & Tami Ravellette - additions & porch replacement; Doug & JoAnn West - repair/replace retaining wall w/ fencing & replace some fencing; and, Doug & JoAnn West - 1" waterline & tap
Following review, motion was made by Kangas, seconded by Palecek to approve the above permits as presented. Motion carried.
At 8:00 p.m., members of the Haakon County Young Women (HCYW) addressed the Council with a request to install a pool heater at the swimming pool to raise the water temperature to eighty-two degrees. They are willing to donate the heater if the City would maintain and operate it.
Council Member Kangas noted that the City has been utilizing Scotchman Industries hot water well this summer. It has an average water temperature of eighty degrees when it enters the pool.
Pool Coord. Carol Schofield reviewed the average air and water temperatures from the 2008 season and year-to-date 2009 season. She noted that the average daily water temperature in 2008 was 79.01 degrees with the average air temperature being 81.3 degrees. The 2009 daily water temperature average is 79.4 degrees and the air temperature is 81.1 degrees. It was noted that the water and air temperatures are logged at least two times per day, one mid-morning and the other one in the afternoon.
She stated that she has researched pool heaters with the Pool and Spa Center in Rapid City as well as other communities that have a pool heater. Accordingly, the average cost of a heater for a pool our size (100,000 gal.) is $4,000 to $5,000 plus installation costs of $700 to $1,000.
Furthermore, there will be maintenance and propane costs to operate the heater. The following are average propane costs from surrounding communities for 2008: Kadoka - $3600.00; Faith - $2600.00; and Wall - $3100.00. Also noted was information from the Pool and Spa Center stating that there would be more chlorine consumption with the warmer water.
Many concerns and questions were raised by the HCYW members regarding the location in the pool where the water temperature is taken and if the pool revenues in 2008 were down from 2007. It is their feeling that if the water was warmer, the City's attendance and revenue would increase. It was also noted that this year's pool water is warmer than last year.
C. Schofield advised that last year, the City was not able to utilize Scotchman's hot water and had to use City water all season. This year, Scotchman's well water was utilized to fill the pool initially as well as for supplementing during the season. The revenues for the pool were not available during the meeting but are available in the Finance Office.
She went on to say that she and PWD Reckling visited the Kadoka pool to review their pool heater. A concern was voiced as to where the City would locate the heater as it has to be within ten feet of the pump and in a vented room as well as a location for the propane tank.
Some suggestions for the locations were noted as outside the pump room or in the boys' bathroom.
PWD Reckling stated that he is not in favor of the heater being located outside due to pipes being exposed during the winter. Should it be located in the boys' bathroom, they would have to remodel the pump room to expand into the bathroom and install a vent.
Council Member Vetter stated that he is in favor of a heater, but is concerned with the maintenance costs that the City would incur each year to operate the heater.
Trisha Larson mentioned that the swimming pool is the only parks and recreation funded by the City for our youth. She stated that HCYW has done many activities and improvements for the youth and would appreciate the City's support.
Mayor Hart recommended the issue be tabled until the August meeting allowing more time to determine if there is sufficient room at the swimming pool for the heater. The Council will also be working on the 2010 budget and should know by that time if funds would be available for the operation and maintenance of the heater.
Jenny Terkildsen voiced concerns for needing action by the City Council regarding the heater. She stated that they have donations available that are on a time restriction. They would appreciate the Council's direction this evening if the City is willing to maintain and operate the heater if the HCYW would purchase it.
The HCYW members agreed to wait until the August Council meeting for formal action on their request.
Vetter went on to recommend C. Schofield contact the Pool and Spa Center to request a sales person visit the pool and assist in determining if there is room for heater or what the City would have to do to make it fit, as well as a price quote for the unit. Furthermore, C. Schofield is to provide the 2008 water usage and pool revenues at next month's meeting.
PWD Reckling questioned about the pool deck replacement project this fall and inquired about the installation of a propane line? He was directed to install a propane line under the new pool deck to guarantee that the new deck will not have to be removed if a pool heater should be installed.
The pool heater was tabled until the August 3, 2009, Council meeting at 8:00 p.m.
Departmental Reports:
The quarterly Administrative report was presented by FO Van Lint. Year to date revenues, expenditures, certificates of deposit and sales tax collections of $167,673.93 were reviewed.
The Finance Office will be sending out the 2009 budget worksheets and scheduling the budget meetings in the near future.
The SD Dept. of Legislative Audit has authorized Wohlenberg, Ritzman & Co. to perform the City's FY2008 audit and they will here this week to complete the on-site work.
The quarterly Airport report was reviewed.
The airport fuel revenue through June 15, 2009, was reported at $2,575.03.
Council reviewed the annual airport inspection report that was completed by the SD Dept. of Transportation on June 15th, 2009. It was noted that the City personnel have corrected the one deficiency noted, mowing 220' past the runway ends.
The monthly Police Dept. report was presented and reviewed with Police Chief Graham.
Chief Graham updated the Council on the Festival Days weekend stating that everything went very well and he was very pleased with the security guards.
Vetter questioned if he had any recommendations for next year? Graham stated that overall everything was sufficient, the size of the dance area as well as the number of security guards. He had no complaints from this year's event.
Motion was made by Kangas, seconded by Palecek to authorize Officer Butler's attendance at a School Resource and Interview and Interrogation Training, July 27 - 31, 2009, in Pierre. Motion carried.
The monthly Street Dept. report was presented and reviewed.
It was noted that the City will begin chip sealing streets on July 13, 2009.
The monthly swimming pool report was reviewed with Pool Coord. Carol Schofield.
C. Schofield advised the Council that the swimming pool was closed July 29 - 30, 2009, for Water Safety Instructor (WSI) training. Four of the City's lifeguards passed the training and will be teaching swimming lessons. Swimming lessons are scheduled for the weeks of July 13th and July 27th, 2009.
Council Member Vetter questioned if the City has considered offering private swimming lessons? It was noted that the City is not familiar with private lessons or how they are provided, i.e. cost. This would also need to be reviewed with the WSI instructors.
Motion was made by Vetter, seconded by Kangas to authorize hiring Alisia Lopez as the Water Aerobics instructor at $7.25 per hour. Water aerobics will be held every Tuesday evening from 6:00 to 7:00 p.m. starting July 14, 2009. Motion carried.
The Council was questioned if the City charges for water aerobics as they do for swimming lessons? Last year those individuals with a season pass were able to attend free of charge otherwise the daily pool fees applied. The argument being that, children who take swimming lessons are charged per instruction season, so in theory, why isn't the City charging for the water aerobics. The programs are similar in that they are instructional and require the City providing additional personnel and time to implement and offer.
Following discussion, motion was made by Vetter, seconded by Palecek to implement a $15.00 charge for water aerobics to help defray the cost of the instructor's wages. Motion carried.
The monthly Water Dept. report was reviewed.
Executive Session: None.
Public Comments: None
In Other Business:
The SDML Elected Officials workshop is July 10th in Pierre.
The SD Building Officials' Assoc. meeting is July 14-15th in Pierre.
The next Regular City Council Meeting is scheduled for Monday, August 3, 2009 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 8:40 p.m.
/s/John F. Hart, Mayor
ATTEST:
/s/Brittany Smith, Deputy Finance Officer
(Published once on July 16, 2009, at approximate cost of $_________)
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