0:43I call this meeting to order.
0:46Please stand for the Pledge of Allegiance.
1:07Thank all of you for attending this evening.
1:10City Clerk, please take the attendance.
1:12All council members are present, Mr.
1:15Entertain a motion to approve the agenda.
1:19Are they any comments on the agenda from the public?
1:27Please call the roll.
1:37Open form in order to provide equal access to all during the open forum and public comment portions of the meeting.
1:44Each individual offering comments shall not exceed the allotted three minute period.
1:48The podium light turns green to yellow where there is one minute remaining.
1:52Your time of comment has expired when the podium light turns red.
1:55Is there any member of the public who wishes to address the console on an item not listed on tonight's agenda?
2:09Are there any items to be removed from the consent agenda?
2:16Seeing none, entertain a motion to approve.
2:20Is there any public comment on anything on the consent agendas?
2:26Council questions, comments.
2:29Councilmember Specker.
2:32I just have a quick question on the items that the library has that they're surplusing.
2:38If anyone knows what they'll be doing with that.
2:41We will be listing those items on public surplus.com.
2:48Any other questions, comments?
2:51Please call the roll.
3:02We have one item under presentations and reports.
3:05I would invite our fire chief Troy Hughes up with a promoted employee.
3:16Mayor, members of the council, it does me a great honor to introduce Jared Rungy to you guys.
3:22He's been an employee here for the fire department, uh, starting out as our office manager, shop manager.
3:29Uh and since my coming, uh, we're changing up our structure a little bit.
3:32We're going to try to be a little more uh out there in the community doing kind of like code enforcement, but not necessarily code enforcement as the the word we're looking for.
3:40How do we keep businesses open?
3:42How do we keep them safe?
3:43And so Jared's gonna lead that effort as our fire marshal.
3:46We're in the process right now of trying to hire an inspector that will go with him and be his assistant and and uh be doing a lot of inspections in the community, but uh really with that intent to say, hey, here's how we can keep your business from burning down and keep you safe.
3:57We're gonna take kind of a softer approach to it.
3:59So I'll let Jared talk about his history and congratulations, Jared.
4:04Uh first I'd like to say thank you.
4:06Um I'm honored to serve in this role with the city of Brookings as fire marshal.
4:12Uh I got 14 years of fire experience, 12 with the Brookings Fire Department.
4:17Uh Brookings means kind of a great deal to me as I live most of my life here.
4:22Uh met my wife here, and now we're raising our kids.
4:26So I'm just excited and I appreciate the trust placed in me to be in this role as fire marshal, and I look forward to serving the community.
4:36All right, congratulations, Jared.
4:44All right, item 7A, action on resolution 25-090.
4:50A resolution rejecting all bids for the Edgebrook Call Course Water Sourcing Project.
4:55Kristen Zimmerman for our Park Rec and Forestry Director and Paul Kraft from Banner Associates will present to sign them.
5:03Good evening, Mayor and members of council.
5:06This resolution 25 25-0.
5:13A resolution rejecting all bids for the Edgebrook Golf Course Water Sourcing Project.
5:18The bids were open on November 6th with the lowest bids that was significantly higher than the engineers' estimates and the funding currently available for the project.
5:26Staff is recommending rejection of all bids to allow time for redesign and rebidding with an updated scope and that better aligns with the project budget.
5:36Because the golf course is operated as an enterprise fund.
5:39It's treated like a business.
5:41If the bid amounts exceed the previous allocated 1.2 million dollars, additional funding would need to come from within the golf course itself.
5:53That would require reductions in deferrals and other planned investments, including clubhouse improvements, tree plantings, cart path construction, and maintenance and maintenance equipment replacement.
6:05I'll now turn it over to Paul with Banner and Associates to walk you through the bid results, cost drivers and potential options moving forward.
6:16Good evening, Council.
6:18So taking kind of a brief overview of the uh the bid results.
6:22Uh we were estimating a about 1.3 to about 1.4 million dollar project.
6:27Bids came in at about just under 2.1 uh for everything.
6:30So there's some significant um increases uh for uh what we anticipated for construction costs.
6:36Um looking over um the bid tabulations, so for this project, it was uh per bid item, so we also don't have a lump sum uh amount, we actually have quantities of uh prices for everything that's within the uh uh within the bid.
6:48Uh the two that stood out the most was mobilization and dewatering for this project.
6:52So mobilization, uh basically everybody to contractor to get his equipment over there, um, overhead, things like that.
6:58They kind of lump all that stuff in there.
7:00Um talking with contractors on that.
7:03The big one is uh with this project, we are trying to minimize as much as possible the amount of disruption on the golf course itself.
7:10So which dictates, well, we can't do it in the spring, summer, uh fall because it's being in use, so that basically leaves the winter months.
7:17Uh with that too, there was also a lot of milestones uh with this project that gave the contractors basically a very small window to work in.
7:24Uh with all that, uh, that's why mobilization we assume uh ended up kind of going up pretty high for for that area is because of all the winter work that's uh necessary to get it done in that short amount of time.
7:33Uh additionally, for dewatering, there are essentially three ponds over in the Edgebrook golf course.
7:39Uh they were estimating to do all three ponds plus also doing dewatering uh along the the trench route.
7:45Uh talking with uh contractors, they were basically estimating there was going to be a lot of dewatering.
7:50Uh water levels have been a little bit higher here this year with the uh of the rain events and everything through here for uh for that.
7:56Um that all being said, uh we do have uh the ability to basically reduce the scope significantly of this project instead of re-lying two of the three ponds like we're originally expecting, we could re- uh do just one of the ponds in there and significantly reduce uh what the potential costs were.
8:12Additionally, um to reduce the uh cost, we can also look at then uh potentially now opening this project up to do in the summer months.
8:19That would be at the cost of there'd be two holes that we'd have to take down while construction is going on.
8:23So that is a consideration.
8:24There would be a disruption to the uh um to the golf course itself for the month or two that they do have to uh install things along the within the pond area um through the golf course.
8:34Um so kind of moving forward, we have the the option of significantly reducing scope, but it would also be at the cost of having um some issues with the the golf course itself and just trying to figure out um some ways to manage golfers and move them around to different holes, things like that.
8:47Uh but there are some significant um reductions in costs that can be done by lowering the scope of the project.
8:54Um with that, um any questions.
8:56I know I did give you kind of the handout, kind of the summary of everything.
8:59By all means, if you guys have any questions.
9:03Um I guess before we move on, uh change entertain a motion to reject the bids.
9:15Is there any public comment or questions on this item?
9:19Council have any questions, comments?
9:21Councilmember Specker.
9:23Yeah, I I'm assuming that the pipe size will be the same in the new bid that you're gonna be putting together.
9:33Yes, we'd be looking at trying to use the same um same-size pipe to uh go into that pond.
9:37So at some later point, if they if the city wanted to, they could make one of those other ponds.
9:44Like because the pipes will be there, right?
9:47So if you wanted to get more capacity, you could go reline another pond and then use that area as well for additional volume if needed.
10:00Um, did you have a projected timeline of when you would want to rebid this or what how much time the redesign could take?
10:06Uh redesign should be decently quick.
10:08It would be uh a kind of a matter of talking uh with parks departments and kind of figuring all that logistically, especially if you're gonna disrupt the golf course of then getting that information out there and figuring out kind of what's the best time for everything too.
10:20So it's it's a complicated question, so I don't have a quite an exact answer for you on that one, but there'd be a lot of discussion about that.
10:27Well, and I appreciate you listing out the considerations of that timeline too that you have to work through.
10:33Councilmember Avery.
10:36I just wanted to make clear that the this is still a priority project and it's still on our list of um of uh projects that we want to complete.
10:45So it's it's it's a it's a delay, but it's not any we're not going away from it.
10:51It's still gonna be we're still moving forward.
10:57Any other comments, questions?
10:59Please call the roll.
11:14On the 7B, action resolution on 25-095.
11:18A resolution authorizing the City of Brookings to enter into an agreement for edgewood golf course clubhouse management services.
11:25Kristen Zeruman will present this item also.
11:30Good evening, Mayor and members of council.
11:33Um this item resolution 25-095, the proposed 2026 through 2027 Edgebroke Golf Course Clubhouse and Driving Range Management Agreement with Mowen Management.
11:48The Edgework Golf Course again operates as an enterprise fund, meaning it's treated as a business and expected to operate within the revenues it generates.
11:56The city retains ownership of the facility and responsible for the course maintenance, utilities, infrastructure, and capital investments, while MOA and management operates the Clubhouse Pro Shop Driving Range Food and Beverage Services as an independent contractor.
12:10Under the proposed agreement, the city retains all revenues from green fees, memberships, packages, guard rentals, and sponsorships.
12:18The primary exception is the driving range revenue, which is retained by the management company.
12:23The structure is intentional.
12:25Um as the driving range is closely tied to the day-to-day operational management that the manager or management company directly oversees, including staffing, range setup, maintenance, ball retrieval, cleaning and equipment.
12:38Um they directly influence pricing strategies and customer experience through the driving range.
12:44Um allowing the management company to retain this revenue creates a direct incentive to actively manage, promote, and improve that amenity, and thus the core clubhouse and course as a whole.
12:57Um the updated agreement uh moves to a flat fee contract, replacing a prior incentive-based structure, and providing greater budget predict predict but predictability for for the city, and it also clarifies responsibilities and strengthens operational expectations with staffing, customer service, inventory management, and tournament coordination.
13:20It's always it's also important to note that the management structure is common among municipal courses, particularly those with public amenities rather than a prof that operate as a public amenity rather than profit-driven enterprises.
13:36Uh many cities use independent contractors to manage clubhouse, pro shop, and food and beverage operations because it allows for specialized expertise and operational flexibility.
13:46This model also it's uh important to know that it also reduces the city's exposure to operational and employment related liability.
13:55Um as the contractor assumes re real responsibility for the day-to-day staffing, training, food and beverage service, and related compliance requirements.
14:06Um, revenues are projected to increase in 2026, expenses are also increasing.
14:12Um the golf course is expected to continue to operate in a deficit, slight more less of a deficit than in years previous.
14:21Um staff is recommending approval of the agreement to provide operational stability, clearer accountability, and predictable costs for the 2026 and 2027 seasons.
14:30I'm happy to answer any questions, and Gary's here if you have any questions too.
14:36Entertain the motion to approve.
14:46Council have any questions, comments.
14:50Councilmember Hager?
14:53So as a non-golfer, I learned a lot of the things that Kristen just mentioned in her presentation of this item.
15:00And I just want to thank her for including some of those things in her presentation because it might be something that a lot of the public isn't aware of as to.
15:09Like, you know, golf courses often operate at a loss, but of course they are an important recreational opportunity to provide to the city.
15:17And just the fact that having an agreement like this is pretty common, and the structure of what that looks like, especially with the driving range being something that's under the management contract, is you know also common.
15:29So thanks again for just getting all that stuff in there.
15:34And just a shout out to Gary and his staff.
15:36They do a great job at the course if you haven't been out there.
15:44Gary, you've done an outstanding job throughout the years that you've been managing it for us.
15:48And I really appreciate that.
15:49I know the membership has gone up quite a bit.
15:51And I do know that our maintenance staff out there is doing a bang up job also.
15:55Uh hopefully we can get this irrigation thing taken care of and move on.
15:59Please call the roll.
16:11Action on resolution 25-107.
16:14A resolution authorizing change order number one for 2025-08 STI asphalt maintenance project.
16:23Charlie, our city engineer will uh present this item.
16:28Uh good evening, council.
16:30As your city engineer, I'm here uh tonight requesting approval of resolution 25-107 for a change order to the 2025-08 STI asphalt maintenance project.
16:42This project is for the annual resurfacing of streets throughout the community.
16:46The requested change order is for the additional paving of Main Avenue South, new pavement markings, and additional utility work on Third Avenue.
16:56The change order totals 194,628 and 94 cents, which equates to approximately a nine percent increase to Bose construct Bose Construction's original contract of 1,954,642 and 15 cent contract.
17:15The adjusted overall contract amount of 2,149,271 and nine cents is within budget.
17:24Public works recommends the change order for both construction to be approved.
17:29Entertain the motion to approve.
17:36Council have questions, comments.
17:38Councilmember Specker.
17:40I'm just confused on where this actually is.
17:50This main avenue south is Maderi.
17:55So I'm I just can't visualize where I'm sorry, that was an error on that part.
18:03It's shifted over to actually main avenue south and 12th Street South, off to the east.
18:08That was the wrong arrow.
18:09So it's where the new multi-use building was just erected.
18:16A trail ridge, yeah.
18:17We did a um signal improvement project there.
18:20And as part of that, um, well, uh, as the project evolved, we realized that uh resurfacing of the intersection was ideal.
18:28So we use the asphalt maintenance project to pay that intersection.
18:31Okay as part of this project.
18:33Okay, now I know where it is.
18:37Any other questions, comments from council?
18:40Please call the roll.
18:51On to first readings.
18:53Introduction and first reading on ordinance 25-046.
18:57An ordinance pertaining to a conditional use permit to establish a concrete, asphalt, and rock crushing facility in an industrial I1 light district.
19:082016 2547 471st Avenue.
19:13Mike Strucker Community Development Director will present this item.
19:18Members of the council.
19:19Uh the ordinance before you tonight is to establish a concrete crushing facility located south of town on the S curves.
19:32LLC has been operating down there as a contractor shop and storage yard for approximately five years now.
19:39One component of their business is uh they take waste concrete materials and stockpile them on site, and then typically once a year they'll hire a concrete crushing company to come in, they'll spend anywhere from a week to two weeks on site crushed materials.
19:56Those materials are then utilized on construction projects as needed.
20:03They are applying for conditional use to establish the site for concrete crushing.
20:08They won't actually be doing the crushing themselves, but they stockpile it on site.
20:12They do meet all the criteria.
20:14I believe one of the maps that's included in your package shows the distances, probably the next map.
20:23If you could pull up the next map, that shows the distances to the property line.
20:27So where they stockpile is kind of uh right there in the center of their site.
20:32Uh that pile will rotate around that vicinity there because as they come in and crush, um, then the material that's crushed is is piled again.
20:44Um, and then they'll we'll haul it out.
20:46Uh there isn't really much difference in the amount of traffic that's generated to and from the site.
20:53Um it varies depending on the type of projects that they're working on or others in the area might be working on that are hauling in, but if they don't use utilize this material, then they're hauling gravel onto the site, stockpiling it, and then they're taking it out as needed for job sites throughout the the community or in the vicinity.
21:12So uh this does come to you with a unanimous recommendation from the planning commission uh and the development review team supports the request, and I'd stand for any questions you may have.
21:26Uh, is there any public comment on this item?
21:31Council have any questions, comments this time?
21:34Councilmember Hager.
21:36I have a question more about the conditional use permit requirements for these concrete concrete crashing facilities.
21:44So it said that there needed to be plans for the site, dust management, traffic, and drainage for stormwater management.
21:52Maybe I just missed something in the packet, but was the storm water management aspect ever talked about the drainage aspect.
22:01Uh in this particular case, not really, it's outside city limits.
22:05Um so if it was inside city limits, uh, and a storm drainage uh plan would be required, you know, for the site, that would be a case, but when it's outside city limits, uh, we don't extend those drainage conditions.
22:25Any other questions, comments from council at this time?
22:29Second reading will be on January 13th, 2026.
22:34All right, second readings and public hearings.
22:37Second reading in action on ordinance 25-042.
22:41An ordinance authorizing budget amendment number nine to the 2025 budget.
22:45Hashtag Rench, our finance director will present this item.
22:49Good evening, Mayor, members of the council.
22:51This is the second reading of ordinance 25-042, amendment number nine to the 2025 budget.
22:58This amendment updates the 2025 budget to reflect new revenues and corresponding expenditures as well as an allocation from the general fund reserves related to a previously approved capital purchase.
23:10The amendment includes $54,254 in fire insurance premium reversion funding supporting the volunteer firefighter retirement plan, $20,000 from the South Dakota Community Foundation as a pass-through grant to the Brookings Area Chamber of Commerce, and 45,500 from the General Fund Reserves to cover ancillary costs associated with the downtown parking lot acquisition.
23:35There have been no changes since the first reading, and staff recommends approval as presented.
23:41That'll stand by for questions.
23:44Entertain a motion to approve.
23:51Council questions, comments.
23:56Please call the roll.
24:06Item 9B, public hearing in action on resolution 25-098.
24:11A resolution of intent to lease real property west of the Brookings Regional Airport.
24:16Lucas Dahl, our airport manager will present this item.
24:19Good evening, Mayor.
24:20City Council members.
24:21Lucas Stone with Berkings Regional Airport.
24:24Item 9B is a resolution of intent to lease real property to David Burnt for 85 acres of public land for hang west of the Brookings Airport.
24:36The bid letting was conducted on December 2nd, 2025.
24:39We received four bids, and David Burns bid was the high bid at 1250 per acre.
24:47Notice of the hearing was published on December 5th, 2025.
24:51Approval of the resolution will authorize the city to award the bid and enter into a lease with David Burnt for the City Haleys at a rate of 1250 per acre for 85 acres.
25:04Resulting in an annual payment of $10,667 and 50 cents.
25:17With the option for two additional one-year terms.
25:22If the agree if it's agreed upon by the city and the leasee.
25:27If the extension is agreed upon by both parties, there will be a 2% increase per acre rate for each additional year.
25:37City staff and the airport board recommend the approval.
25:40I stand for any questions.
25:41All right, thank you.
25:42Lucas Intertone motion to approve.
25:48Public comment on this item.
25:52Council have any questions, comments?
25:55Please call the roll.
26:07Public hearing and action on resolution 25-093.
26:12A resolution authorizing the city manager to enter in a 10-year on sale wine operating agreement with Commonwealth Gaming and Holdings Company Incorporated.
26:24Bonnie Foster, our city clerk will present this item.
26:27Mayor and City Council members, this action is to allow the city manager to enter in to a 10-year on-sale wine operating agreement for Deuces Casino.
26:37This is limited to suite number D, so 105 D.
26:42This suite is the only suite at Deuces Casino that did not have an on-sale wine license.
26:48So there are five suites within that facility.
26:52Now all five of those, if this is approved, all five of those suites would have an on-sale malt and an on-sale wine license.
27:12And then subject to annual renewal.
27:15Staff recommends approval.
27:19Entertain a motion to approve.
27:30Council have any questions, comments on this item.
27:34Please call the roll.
27:45Item 9D, public hearing and action on resolution 25-094.
27:50A resolution to annex block one mills third edition in the northwest quarter of section six Township 110 North, Range 49 West, excluding lots H1 and H-2J.
28:04In Brookings County, South Dakota.
28:06Mike Struck will present this item.
28:08Thank you, Mayor and members of the council.
28:11The proposed area that this land is to be annexed is near the 20th Street South Interstate ramp area.
28:22You can see it falls within one of the annexation priority area maps.
28:29It's an area that uh has been under consideration for annexation for some time.
28:36Um now they're just the property owner is wishing to pursue it as they're looking at potential additional development opportunities down there near that 20th Street South Interchange.
28:46Um it's contiguous to existing city limits.
28:49There's a small portion of it that is considered uh right away and um as the annexations continue to move eastward across the interstate.
29:01That's when all of that adjacent land that's right away will be taken as extended city limits at that time.
29:09So the area that we're just looking at tonight is on the previous map that shows the outline in yellow, and it kind of is just to the west of the new ramp.
29:19So with that, it does come to you with the unanimous recommendation from the planning commission and staff supports the request and we'd stand for any questions you may have.
29:29Entertain a motion to approve.
29:34Um public comment on this item.
29:39Council any questions, comments?
29:42Councilmember Specker.
29:43I just was thinking that you could clarify how zoning happens with annexation.
29:50So when property is annexed into city limits, it comes with the existing zoning designation and it's classified at as it was in the county, and then um there'll be a future rezoning request coming.
30:00And then um there'll be a future rezoning request coming.
30:04I think it's actually going to the January Planning Commission meeting.
30:07So once it's annexed, then they'll go through the zoning process.
30:11Thank you for the clarification.
30:14Any other questions, comments?
30:17Please call the roll.
30:27Item 10 A action and resolution on 25-097.
30:32A resolution authorizing the extension of an agreement to transfer real property to the Brookings Economic Development Corporation for economic development purchases.
30:41Vince Jones, our city attorney, will present this item.
30:47Thank you very much.
30:48Mayor, members of the council, Vince Jones, City Attorney.
30:51In April of 23, the City of Brookings and its partners entered into a development agreement with Barry Properties, also known as Millborne Seeds Inc.
31:01for approximately 13.09 acres of real property.
31:06This proposed forbearance agreement will accomplish two purposes.
31:10First, it'll extend the project timeline, which has not really been met, providing Millborne additional flexibility to advance uh a development consistent with the intent of the original agreement.
31:22Staff recommends approval.
31:24And the second uh the second function of the document is to uh acknowledge the Brookings Regional Growth Alliance as the successor in interest to the Brookings Economic Development Corporation, which will ensure continuity of rights and responsibilities under the agreement.
31:44Entertain a motion to approve.
31:55Council have any questions, comments.
32:00Please call the roll.
32:11Next thing is progress report.
32:12Sam Beckman, our assistant city manager who presents this item.
32:18Uh, this is the December progress report rounding out another great year for us.
32:24First up, as a part of the Lowe's hometown grant, the library recently uh installed some new furniture and shelving in the children's and young adult areas, and they will be waiting on just a few more furniture pieces to arrive in about mid-January.
32:41The police department has been busy with lots of events this month, including hockey games at the Larson Ice Center and events at the Dakota Bank Center.
32:48They've also helped with the Festival of Lights with activities downtown, which included uh parade traffic control and safety efforts.
32:57And one of our detectives presented at a fifth grade class at Cam Law Intermediate School for educator for a day.
33:05He explained his role as a detective and helped the class solve a mock case and demonstrated how to lift latent fingerprints.
33:14And lastly, for the police department, with the generous support of the Brookings Lowe's home improvement store, we are excited to launch this year's Sand for Seniors program again.
33:24Sand for Seniors is a program where uh members from the police department will deliver a bucket of sand to senior residents who are unable to get sand or salt on their own and uh able to spread that on their the icy walkways in hopes to prevent falls in the future.
33:43And you can call the Brookings Police Department to request a bucket of sand.
33:49The city also recently partnered with Purple Wave to sell large equipment that was declared surplus property.
33:57This change in online surplus for the large equipment was a positive experience for staff and for bidders, and we just kind of thought it was a fun fact to say that we've sold six large equipment items through Purple Wave, and it had uh 227 bids from 17 states and one bid from Mexico.
34:21The public works department, we've got all construction projects paused at this point until spring when we can have some better weather and winter operations uh are ongoing and will continue through the next few months.
34:35In the parks recreation and forestry department, they hosted the second annual mayor's holiday tree lighting and also participated in the Festival of Lights parade.
34:46As you can see on this slide, this was their float that they had.
34:50The park staff also helped continue to uh do the snow removal as winter events come up.
35:00And the multicultural center is participating with us for a New Year's Eve celebration at the Fifth Street Gym.
35:04So keep your eye out on our social media pages for more information on that.
35:08And last up, the Dakota Bank Center will host 11 events in December, which included the Chamber Egg Appreciation Banquet, the Mayor's Awards and Holiday Party, and Manaheim Steamroller Christmas show, which had an attendance of just under 1,300 individuals.
35:24I also followed up on that request on uh how many attended the Chicago performance, and there they had 2,323 attendees at that event.
35:35And um at the end of this week, they'll also be hosting the National Dart Association Regional Tournament for the first time.
35:52Thank you so much for that presentation, Sam.
35:54Uh I just want to mention that if folks need the sand that they should call the non-emergency uh police phone number.
36:05Um next meeting is January 13th.
36:10And uh we've got some designated for depositories, official newspaper purchase authorities.
36:15Uh we will probably have an SDSU report, ex official reports.
36:20Uh currently we have no change orders or contracts or first readings, and we do have the conditional use permit, second reading on the next meeting.
36:29Uh otherwise, uh is there any topics that the council would like to have for future agendas?
36:38Entertain a motion to adjourn.
36:41All those in favor say aye.
37:10You know, we gave birth in the Taco Bell parking lot.
37:12Maybe we deserve some nachos out of this.
37:14Now there's no truth to the rumor that Taco Bell is.