Unofficial Minutes of the Regular Meeting of the City Council
of the City Of Hot Springs
July 20, 2020
A regular meeting of the City Council of the City of Hot Springs, South Dakota, was convened on July 20, 2020 at 7:00 p.m. at the Mueller Civic Center with Mayor Bob Nelson presiding
Members Present: David Burris, Wes Grimes, JR Huddleston, Debra Johnston, Bill Lukens, Larry Pratt, Craig Romey and Caitlin Turner
Staff Present: City Administrator John Gregory, Finance Officer Misty Summers-Walton, Development Coordinator Scott Sogge, Public Works Engineer Tracy Bastian, Police Captain Bill Wainman, Recreation Director Kathy Hren, MCC Staff Karl Bochert and City Attorney Garland Goff
All actions recorded in these minutes were by unanimous vote unless otherwise stated.
Agenda: Moved by Grimes, seconded by Johnston, to approve the agenda
Minutes: Moved by Romey, seconded by Burris, to approve the minutes from the 7/6/20 regular council meeting, Johnston requested clarification under Airport Advisory committee reports regarding balloon festival activities
Claims: Moved by Turner, seconded by Pratt, to approve the bills in between of $227,878.08
Bills In Between: July 20, 2020: City of Hot Springs, $24,942.54, General Payroll; City of Hot Springs, $13,974.02, Golf Payroll; City of Hot Springs, $9,696.60, Water Payroll; City of Hot Springs, $6,758.81, Sewer Payroll; City of Hot Springs, $15,777.88, Evans Plunge Payroll; City of Hot Springs, $20,107.39, Payroll Federal Deposit Deductions; Wellmark BC/BS, $31,849.06, Premium; SDRS, $17,133.48, Retirement Reporting; SDRS Supplemental, $320.00, Happe, Wainman, Summers-Walton Retirement Reporting; Chamer of Commerce, $5,743.42, 80% LLD; Fall River Sanitation, $14,002.96, Payments Collected; SD Dept of Revenue, $10,507.37, Sales Tax Reporting; Golden West, $1,967.34, Monthly Charges; ETS, $1,326.02, Golf Course Monthly Credit Card Processing Fee; Wells Fargo, $163.11, Monthly Client Analysis Service Charge; SD Re-Employment Assistance, $735.91, 2nd Quarter Reporting; Custer-Fall River Regional Waste Mgt, $3,160.88, Solid Waste Landfill Fees; SD Re-Employment Assistance, $1,984.67, Amended 1st Quarter Unemployment Reporting; US Bank, $47,726.62, Drinking Water/Clean Water SRF Loan Payment; Total: $227,878.08
Moved by Lukens, seconded by Huddleston, to approve the current claims of $67,927.14
Current Claims: July 20, 2020: Ace Hardware, $639.28, 14 Pump Keys; Acushnet Company, $356.20, 24 Caps; Beth Spitzer, $35.00, Refund Due To Cancellation 9/1; Bomgaars Supply, $145.29, 3 Marking Paint; Builders First Source, $154.67, 4X8 Plywood; Century Business Products, $345.37, June 2020 Printer Contract; Chamber Of Commerce, $195.00, City Map Ad; Cwd, $1,419.78, 2 Cs T-Paper, 2 Cs P-Towels; Dakotas Best Distributing, $21.00, 5 Jars Jam; Diamond Vogel Paint Center, $236.82, 5 Tips For Paint Sprayer; Ecolab Pest Elim, $75.84, June Pest Control; Fall River Auto, $841.75, A/C Kit, Fuel Filters, Brake P; Fall River County Herald Star, $77.70, Coupon Promo Ad’s; Fall River Health Services, $92.00, Ua Drug Screening; Fisher Beverage, $887.80, 2 6Pk Cn, 10 4Pk Stubby, 1 4Pk; Hills Toilet Service, $25.00, June Port-A-Pot Rental; Hillyard/Sioux Falls, $1,662.60, 3 Cs Foam Hand Sanitizer; I & S Group Inc, $14,787.00, Riverfront Walkway Survey, Sub; Innovative Office Solutions, $46.26, 1 Cs Ledger Paper; Johnson Bros. South Dakota, $171.00, 5 Cs Wine; Kclo, $312.00, June Tv Promo Ads; Ketel Thorstenson Llp, $5,807.50, Final Billing Audit & Prepare ; Kimball-Midwest, $590.90, 10 Cleaner, 3 Solvents, 12 Thr; L. L. Johnson Dist., $2,052.71, 10 Valve Box Lids, 6 Irrigatio; Lynns Dakotamart, $101.28, 10 Bg Buns; M. G. Oil Company, $1,124.85, 500 Gal Gas; Marco Technologies Llc, $40.73, 6/25 - 7/24/20 Printer Contrac; Midcontinent Testing Laborator, $460.00, June Ww Pond Testing; Midwest Turf & Irrigation, $116.03, Reel Drive Adapter; Muth Electric, $387.85, Replace Keypad Transformer In; Mutt Mitt, $287.94, 3 Cs Mutt Mitts ;Northwest Pipe, $1,254.23, 5 Insert Tee; Papendick Steve, $15.00, Refund Electric Cancelled Rese; Pepsi, $550.76, Pop, Kickstart, Bai, Gatorade,; Pete Lien & Sons, Inc, $426.65, 23 Tons Sand; Qt Petroleum On Demand /Qtpod, $762.50, 1 Yr Support Agreement; Qualified Presort Service, Llc, $557.66, June 2020 Water Bill Postcards; Quality Brands Of The Black, $765.55, 26 24Pk Cn, 4 6Pk Cn; R & R Products, Inc., $351.27, 18” Hose Hand Pump; Rapid Delivery, $13.23, Shipping Fee (Butler Machinery; Sd Dept. Of Environment & N.R., $600.00, Fy 2021 Waste Water Discharge; Sams Club, $70.80, Protein Water, Shakes; Servall, $188.24, Mats; Simon North Region Sd, $85.35, Base Course; Sonnys, $304.28, 25 20#Bg Ice, Dish & Laundry S; South Dakota One Call, $175.84, June Message Fees; Stan Houston Equipment, $625.00, 2 Rolls Geogrid; Sturdevants Auto Parts, $105.21, 2 Spark Plugs; The Cit Group, $1,096.97, 161 Pr Men Swim Trunks; The Weather Apparel Company, $1,507.99, 16 Shirts, 30 Jackets; Transmed Company Llc, $148.50, 50 Quick U/A Test Cups; Trugreen Limited Partnership, $3,216.60, Weed Control Butler Park, Muel; Usa Bluebook, $306.40, 5 Float Switches; Gordon Wempen, $181.04, 1 Pr Boot Reimbursement; World Fuel Services, $21,013.23, 6999 Gal 100Ll Aviation Gas; Yesco Outdoor Media, $107.69, 21807N Sr79 Mm27 E/S Nf Billbo; Total: $67,927.14
Drinking water excellence award: Mayor Nelson presented the Secretary’s Award for Drinking Water Excellence for the 17th consecutive year, to Public Works Engineer Tracy Bastian, who accepted the award on behalf of the entire Utilities Department which includes; Shaun Hylle, Mike Parmley, Gordon Wempen, Tadd Harder, Peter Miles and Cole Richards
Public Hearing: Mayor Nelson opened the public hearing at 7:10 p.m. for the Variance Request from John Culbertson of J&R Builders, Clubhouse Drive, Back 9 Subdivision lot 3. Mr. Culbertson reviewed the reasons for the variance request. Development Coordinator Sogge confirmed P&Z reviewed request and recommended it pass. Councilman Lukens asked if he was aware of any Back 9 property owners’ association covenants regarding errant golf balls. Mr. Culbertson was unsure of covenants but did say that both he and his potential buyers are aware of and accepting of the risks associated. Councilman Burris asked if any surrounding property owners shared any concerns. Mr. Culbertson said the required letters were sent and no responses were received. The hearing closed at 7:15PM. Moved by Romey, seconded by Johnston to approve variance request, Turner abstained
Mayor Nelson opened the public hearing at 7:20 p.m. for the Variance Request from Wally Cachro, 106 Valley View Ave., Lot 25 of the replat of Valley View-Mr. Cachro discussed the unique shape and topography of his lot and his plans to build a 30X60 residence on the lot. Development Coordinator Sogge again confirmed P&Z reviewed request and recommended it pass. Councilwoman Johnston questioned the concrete wall encroachment into the street and concerns about the edge of building and whether or not there would be room enough to work the land behind it. Councilman Grimes asked Mr. Cachro to confirm that the building would be behind the existing wall, which he did. It was confirmed that required letters to adjacent property owners were sent and no one responded. Councilman Lukens asked where the city limits were and Mr. Cachro confirmed that his property is the last one on that city street. Mayor Nelson recognized there used to be a mobile home on the lot and now the variance is requested in order to put a stick built home on the lot and recognized the limitations based on the lot. Councilman Romey asked if the wall was in place before the road and Mr. Cachro confirmed it was. The public hearing closed at 7:28 p.m. Moved by Huddleston, second by Romey, to approve variance request
Personnel: Moved by Turner, seconded by Romey, to approve personnel items a-b; Tyler Morrow, EPMS Lifeguard, PT, $10.45/hr., effective 7/9/2020, Nathan Cronin, Police Officer, last day effective 7/17/20
Committee Reports: Committee reports were heard by; Administrative and Finance: Caitlin Turner-surplus property/buildable lots moving to P&Z, Aviation fuel pricing, EPMS bond refunding, lifeguard bonuses, sidewalk $ from State. Next mtg. 8/10, 1 p.m. at CH. Airport Advisory Committee: Bill Lukens-Next mtg. 7/30, 8 a.m. at Airport. Custer/Fall River Regional Waste Management District: held annual board mtg. & election of officers, used tire disposal options, landfill consultants FMG update. Next mtg. 9/10, 7 p.m. at MCC Downtown Historic Preservation Commission: Debra Johnston-reviewed city ordinance chpt. 32-historic preservation & asked for support enforcing the ordinance by sending out letters to owners of bldgs. not in compliance & applying applicable penalties as necessary. Next mtg. 8/5, 5 p.m. at Library. Evans Plunge Advisory Committee: Larry Pratt-public access trail improvements, group interested in cleaning up river behind plunge, reopening phase 1, moved to phase 2, increased sales in gift shop. Next mtg. 8/13, Noon at EPMS. Parks, Recreation, Beautification and Cultural Development: Wes Grimes-Next mtg. 8/5, 1 p.m. at MCC Planning & Zoning Commission: Caitlin Turner-set back variance Birkholt property, zoning amendments, bldg. regulations, armory RFP. Next mtg. 8/19, 7 p.m. at CH. Public Safety: Bill Lukens/JR Huddleston-SRO discussion, bids for PD car markings, CH & PD front desk security, deer population survey, Nuisance ordinance revisions, daycare use on review permits, SD Wildland Fire agreement for use of Butler Park, DARE program donation, smart TV at city shop needed to stream safety videos, PD roof repairs, additional school zone & crosswalk signs ordered, call out procedures discussed. Next mtg. 8/19, 1 p.m. at CH Public Works: Dave Burris/Craig Romey-Garden St widening, pavement markings, Jennings bridge closing 7/21, asphalt pavement repairs & sewer priority report, Stay USA pressure issues, code enforcement, mobile food vendors parking issues and ordinance revisions, recreation director request-fire hydrant party, vacant structure registration, VA rock removal, channel improvements, FR Water Users Contract, suspended sidewalk, HULT Homes, Simons quarry and city brush pile Next mtg. 7/28, 1 p.m. at CH Southern Hills Economic Development: Bob Nelson-Next mtg. unscheduled time & place TBD Southern Hills Golf Course Advisory Committee: Bob Nelson Next mtg. 8/10 at 1 p.m. The public is welcome to attend committee meetings.
Resolutions: Moved by Johnston, seconded by Turner, to approve resolution 2020-22: A resolution amending Resolution 2020-9 passed March 2, 2020 authorizing the issuance of Sales Tax Revenue Refunding Bonds (EPMS purchase debt)
Amending Resolution 2020-9
Passed March 2, 2020
WHEREAS, the City wishes to pass Resolution 2020-22 on 7/20/2020, a Resolution Amending Resolution 2020-9 which was passed March 2, 2020 authorizing the issuance of Sales Tax Revenue Refunding Bonds;
Resolution 2020-9 is amended to amend the dollar amount of the Sales Tax Revenue Refunding Bonds;
BE IT RESOLVED as follows:
1. All references to the dollar amount of $1,380,000 shall be amended to $1,510,000.
All other provisions of the resolution shall remain in force and effect as passed.
Dated: July 20, 2020
Bob Nelson, Mayor
Misty Summers-Walton, Finance Officer
Moved by Huddleston, seconded by Johnston, to approve resolution 2020-23: A resolution authorizing submission of application for Bridge Improvement Grant Program–Minnekahta Bridge Structure No. 24-290-029
Bridge Improvement Grant Program
Resolution Authorizing Submission Of Applications
WHEREAS, City of Hot Springs wishes to submit an application(s) for consideration of award for the Bridge Improvement Grant Program:
Structure Number(S) and Location(S):
SN 24-290-029 located on Minnekahta Avenue over Fall River
in Hot Springs, SD
and WHEREAS, N/A certifies that the project(s) are listed in the county’s Five-Year County Highway and Bridge Improvement Plan*;
and WHEREAS, City of Hot Springs agrees to pay the 20% match on the Bridge Improvement Grant funds;
and WHEREAS, City of Hot Springs hereby authorizes the Bridge
Improvement Grant application(s) and any required funding commitments.
NOW THEREFORE BE IT RESOLVED:
That the South Dakota Department of Transportation be and hereby is requested to accept the attached Bridge Improvement Grant application(s).
Vote of Council: Yes____No____
Dated at Hot Springs SD, this 20th day of July, 2020.
Bob Nelson, Mayor
Misty Summers-Walton, Finance Officer
*Note – not applicable for cities applying for the grant – simply mark ‘NA’
Moved by Pratt, seconded by Turner, to approve resolution 2020-24: A resolution declaring support and adoption of the Fall River County Hazard Mitigation Plan, 2020
City Of Hot Springs, South Dakota
Resolution # 2020-24
A Resolution of the Hot Springs City Council Declaring Support and Adoption of the Fall River County Hazard Mitigation Plan, 2020.
WHEREAS, the Hot Springs City Council supports the contents of the Fall River County Hazard Mitigation Plan, 2020; and
WHEREAS, the Fall River County Hazard Mitigation Plan, 2020 will be utilized as a guide for planning related to FEMA Pre-Disaster Mitigation and other purposes as deemed appropriate by the Hot Springs City Council.
NOW THEREFORE IT BE RESOLVED, that the Hot Springs City Council hereby adopts, supports, and will facilitate the Fall River County Hazard Mitigation Plan, 2020 implementations.
Adopted this 20th day of July, 2020.
Bob Nelson, Mayor
Misty Summers-Walton, Finance Officer
Moved by Huddleston, seconded by Romey, to approve resolution 2020-25: A resolution appointing Ward 1 Alderman Larry Pratt to the Custer-Fall River Regional Waste Management District Board of Commissioners
A RESOLUTION DESIGNATING THE APPOINTMENT OF A CITY OF HOT SPRINGS ALDERMAN TO THE CUSTER-FALL RIVER REGIONAL WASTE MANAGEMENT BOARD OF COMMISSIONERS
WHEREAS, The Bylaws of the Custer-Fall River Regional Waste Management District - Article III, Section 3.04 - membership requirements are such that representative Board Members must be an elected official of the governing body, and,
WHEREAS, the same Bylaws require such appointment to be made by resolution of the participating entity, and,
WHEREAS, the City of Hot Springs recognizes the requirements of the District, and deems it appropriate to appoint Ward 1 Alderman, Larry Pratt as our representative on the Board.
BE IT THEREFORE RESOLVED, by the governing body of the City of Hot Springs that Ward 1 Alderman Larry Pratt, is hereby appointed as the authorized City of Hot Springs Representative on the Custer-Fall River Regional Waste Management Board of Commissioners and that he is further authorized and empowered to do all things necessary in connection with said appointment.
Adopted this 20th day of July, 2020
Bob Nelson, Mayor
Misty Summers-Walton Finance Officer
Moved by Lukens, seconded by Turner, to approve resolution 2020-26: A resolution to amend City Wide Fee Resolution to reduce Airport Fuel per gallon rate from $4.75 to $4.35.
CITY WIDE FEE RESOLUTION - UPDATING FEE AND CHARGES FOR FUEL PROVIDED BY THE CITY OF HOT SPRINGS MUNICIPAL AIRPORT
WHEREAS, the Hot Springs Municipal Airport Manager and Advisory Board wishes to lower the per gallon cost of 100LL AV Fuel from $4.75 per gallon to $4.35 per gallon in order to bring more traffic to the Airport, and
WHEREAS, On January 1, 2020 the City of Hot Springs adopted a comprehensive City wide fee resolution, amended on 4/20/20; and
WHEREAS, the City Council hereby agrees with the recommendation and needs to amend the fee on the City wide fee resolution.
NOW THEREFORE, BE IT RESOLVED, by the City of Hot Springs to amend the schedule of fees and charges as provided below:
Airport Fuel: $4.35/per gallon
BE IT FURTHER RESOLVED the above amended rate is effective August 10, 2020, and shall be updated on the City Wide Fee Resolution. All rates, charges and fees shall be fairly and consistently applied, billed and collected by appropriate city staff and departments and shall remain in place and in effect until changed by an act of the City Council.
Dated this 20th day of July, 2020
Bob Nelson, Mayor
Misty Summers-Walton, Finance Officer
New Business: Moved by Turner, seconded by Johnston, to approve a plat of Schumacher tract of Phipps Addition to the Town, now City, of Hot Springs, Fall River County, South Dakota. Formerly Tract 2 of City Acreage and lot 6 in Phipps Addition
Moved by Burris, seconded by Pratt, to set a public hearing on 8/3/20 at 7:10 p.m. for a retail on-off sale malt beverage & SD farm wine license application from Steve Peplau DBA Mike’s Place to be used at 1645 University Ave. Grimes abstained
Moved by Lukens, seconded by Romey, to recognize and record the names of the 3 suppliers and their quotes received for the purchase of 6999 gallons of 100LL Aviation Gasoline by the Hot Springs Airport as required by SDCL§5-18C-6. Purchased from World Fuel at $3/gallon, other vendors were MG Oil $3.54 & City Service Valcon $3.23
Moved by Burris, seconded by Turner, to authorize Southern Hills Golf Course Superintendent Jason Happe to enter into a trade contract with Click Big Deals allowing for the sale of 40 vouchers good for 18 holes of play in exchange for $12,000 in advertising
Moved by Lukens, seconded by Johnston, to amend the qualifying dates for the 2020 EPMS Lifeguard annual bonus requirements, previously approved on 11/4/19, due to the COVID-19 pandemic closure. Dates to qualify will be changed from 5/1-8/31 to 6/15-10/15. Grimes and Romey opposed
Moved by Burris, seconded by Lukens, to authorize the Finance Officer to establish in the 501 HS Capital Improvement Fund; equity, expense and revenue accounts to be associated with the suspended sidewalk design and construction. Grimes opposed
Moved by Turner, seconded by Huddleston, to authorize the Finance Officer to request the full $2.8 million dollars from the State of SD for the design and construction of the suspended sidewalk. Grimes opposed
Moved by Burris, seconded by Turner, to accept the resignation of Debra Johnston from the Historic Preservation Commission and appoint Luke Broyles to fill the remaining term (2020-2022)
Finance Officer Report: 2021 budget planning, loss control improvement recommendations received, DLA audit acceptance letter, Reviewed agreements for next meeting; EPMS/FRHS pool space rental agreement, Butler CAT equipment rental, SD Wildland Fire use of Butler Park. Ordinance review & revisions, COVID CRF State $ working with BH Council of Local Governments, FAA Cares Act $ for HS Airport, Community Access Grant application submitted for road repairs, Grants for Minnekahta bridge preliminary engineering submitted, reviewed SDML Budget workshops, thankful to have resumed Dept. head mtgs. and attorney calls before council mtgs., thanked volunteers for new scoreboard at softball fields, discussed needed revisions to the city discretionary tax rebates due to state law revisions effective 7/1/20-working w/county DOE, thanked Media Coordinator, Justin Gausman, for his assistance with the COHS Highlight column in the SDML July magazine.
City Administrator Report: Briefed the Council on recent activity with our consultant ISG for the suspended sidewalk design for CITY PROJECT and the SD-DOT consultant FMG Engineering for the roadway design of STATE PROJECT. Several meetings have occurred to discuss specific design elements including: drainage, curbs, utilities, ADA compliant sidewalks and roadway/sidewalk lighting. Our Finance Officer and SD-DOT have been preparing for the fiscal management of our $2.8M funding. Provided an update on activities with the Streets and Maintenance Dept., which has been focused on the Garden Street widening and improvements necessary for VFD access in conjunction with the Jennings Bridge removal project. Discussed the 2021 Budget preparations underway with our Finance Office and COHS Departments. Welcomed the in-coming City Council alder-persons to plan a visit with our various COHS departments; and observe “first-hand” their functions and the dedicated people that serve our community
Mayor Report : 1. Captain Wainman sent me a message I want to share with everyone. “I had a man fall today by the dip bridge. He was bleeding pretty heavily. It left a good trail on the roadway. I called Billy Morrow for assistance to help me clean up the mess. He immediately said he would help me clean it. Just wanted to pass on that this team work is amazing”. I also want to personally thank the City staff for coming together whenever necessary to help each other out. 2. The heat exchanger grid replacement for Mueller Center is complete. I encourage everyone to take a look at the grid from the bridge to the East of the Mueller Center. It’s pretty noticeable right now but Mother Nature will quickly grow around the tubing and it’ll look like it’s always been there. 3. Work is continuing on Garden Street in preparation of construction starting on the Jennings Bridge on Tuesday, July 21. The City crews have been doing a great job of widening the road. Beginning on Tuesday Garden Street will be the only access to properties on the West side of Fall River between the general area of the Brookside Apartments and Chamberlin McColley’s Funeral Home. This will be the access route for the duration of the bridge replacement project. 4. Dave, Craig, John, Tracy and myself met with Dave Batchelor on July 17 to discuss the cleanup of the river channel between the Jennings & Minnekata bridges. Dave had previously worked with a group of individuals with the same goal in mind. Dave had some good suggestions that the City will need to look into, chief among them, how to fund the cleanup. Misty created a new expense code in the 212 fund titled Fall River Channel Repairs to budget for and track repairs to the flood channel. I’ll be asking the Council to approve money in the 2021 budget for this purpose. The replacement of the Jennings Bridge is beginning, the Highway 385 reconstruction project with bump outs for decorative plantings, along with the suspended sidewalk project will begin in the spring of 2021. As a City we would miss a rare opportunity if we don’t do everything we can, too focus our efforts on cleaning up the river between Jennings & Minnekata bridges. Once that’s done we then need to move both North and South along the channel, completing flood wall repairs and removing cattails and other weeds. A great way to showcase what Hot Springs is capable of, is to be well on the way to a new and improved river channel when the Governor helps us celebrate our new highway and new suspended sidewalk. 5. I’ve been meeting with employees and department heads to hear how they feel the City is doing to meet their expectations and shared some things I’d like them to focus on. One place to start is to use the power of bulk purchases for like items used by every department. Office supplies are an example of somewhere to start. I asked the Department Heads to pass along to the folks that do their purchasing to begin working with Mary to build a list of supplies she can place bulk orders for in an effort to save tax payer dollars. Individually saving $5.00 or $10.00 on an order may not seem like much, but that small amount of savings when applied to all the departments adds up quickly.
Adjournment: Being no further business to come before the Council, moved by Romey, seconded by Grimes, to adjourn at 8:30 p.m.
Bob Nelson, Mayor
Misty Summers-Walton, Finance Officer
Published once at the total approximate cost of $272.79
Published: July 30, 2020