Board of Alderman Regular Meeting

BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 THE MINUTES ARE PREPARED IN SUMMARY TO REFLECT THE OVERALL DISCUSSIONS, NOT VERBATIM QUOTES. The meeting was called to order by Mayor Pogue at 7:00 p.m. ROLL CALL Present Absent Mayor Tim Pogue Alderman Mike Utt Alderman Michael Finley Alderman Kevin M. Roach Alderman Mark Stallmann Alderman Frank Fleming Alderman Jim Leahy Alderman Ross Bullington Alderman Raymond Kerlagon City Administrator Eric Sterman City Attorney Robert Jones The Pledge of Allegiance was recited. MINUTES___________________________________________________________________ The minutes from the February 14, 2022 Board of Aldermen meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Finley to approve the minutes from the February 14, 2022 Board of Aldermen meeting as submitted. A voice vote was taken with unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 1  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 CITIZEN COMMENTS_______________________________________________________ Wroten McQuirter, 917 Claybend, addressed the Board regarding the Clayton Ridge parking. He stated he appreciates everything the Board had done and asked that they restrict parking on Clayton Ridge. LEGISLATION______________________________________________________________ BILL 4118 - AN ORDINANCE AUTHORIZING THE MAYOR AND/OR CITY ADMINISTRATOR OF THE CITY OF BALLWIN, MISSOURI, ON BEHALF OF THE CITY, TO EXECUTE AN EASEMENT, DEDICATION AGREEMENT, AND MAINTENANCE AGREEMENT WITH THE METROPOLITAN ST. LOUIS SEWER DISTRICT. A motion was made by Alderman Fleming and seconded by Alderman Kerlagon for a first reading of Bill 4118, title only. A voice vote was taken with unanimous affirmative result and Bill 4118 was read for the first time, title only. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Kerlagon for a second reading of Bill 4118, title only. A voice was taken with unanimous affirmative result and Bill 4118 was read for the second time, title only. A roll call vote was taken for passage and approval of Bill 4118 with the following results: Ayes – Aldermen Utt, Finley, Roach, Stallmann, Leahy, Fleming, Bullington, Kerlagon Nays -- Bill No. 4118 was approved and became Ordinance No. 22-05. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 2  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 BILL 4119 - AN ORDINANCE PROVIDING FOR THE ERECTION OF TRAFFIC CONTROL SIGNS AND AMENDING THE ORDINANCES PROVIDING FOR THE LOCATIONS THEREOF. A motion was made by Alderman Roach and seconded by Alderman Stallmann for a first reading of Bill 4119, title only. A voice vote was taken with unanimous affirmative result and Bill 4119 was read for the first time, title only. Discussion: Alderman Bullington stated that this is a public street we are trying to restrict parking on and the bill being considered is more about convenience, not safety. He will be voting no for this bill. Alderman Finley asked Alderman Bullington what he would prefer; Alderman Bullington stated no restrictions on the street. Alderman Finley stated he agreed. A motion was made by Alderman Roach and seconded by Alderman Stallmann for a second reading of Bill 4119, title only. A voice vote was taken with unanimous affirmative result and Bill 4119 was read for the second time, title only. A roll call vote was taken for passage and approval of Bill 4119 with the following results: Ayes – Aldermen Utt, Roach, Stallmann, Leahy, Fleming Nays – Aldermen Kerlagon, Bullington, Finley. Bill No. 4119 was approved and became Ordinance No. 22-06 CONSENT ITEMS____________________________________________________________ Administration – 2022 Salary Increases Staff is recommending the Board approve a salary increase of 3% for all full-time staff effective April 1, 2022. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 3  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 Parks – Turf Management Equipment Staff is recommending the purchase of a Cushman Truckster and Steiner Tractor from Turfwerks utilizing the Cooperative Purchasing Agreement administered under the Authority of the State of Minnesota. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Police – PD Building Lockers & Shelving Staff is recommending we accept the proposal from Bradford Systems for the new Police building locker and shelving products. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Cement Staff is recommending awarding this contract at the unit bid price to the low bidder, Lafarge Holcim. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 4  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 Public Works – Cold Milling Staff is recommending awarding this unit price contract to the low bidder, NB West Contracting. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works - Striping Staff is recommending awarding this unit price contract to the low bidder, Traffic Control Company. Discussion: None A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. MAYOR’S REPORT__________________________________________________________ Nothing to report. CITYADMINISTRATOR’S REPORT___________________________________________________ City Administrator Sterman shared that the Police Department is applying for a Traffic Enforcement & Safety grant which we apply for each year. This grant reimburses our costs for officers to work overtime to do additional enforcement in the areas of youth alcohol enforcement, hazardous moving violation enforcement, occupant protection enforcement and impaired driving enforcement. The City would receive $21,600. A motion was made by Alderman Stallmann and seconded by Alderman Bullington to approve the grant submission. A voice vote was taken with unanimous affirmative result and the motion passed. CITY ATTORNEY’S REPORT_________________________________________________ Nothing to report. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 5  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 STAFF REPORTS____________________________________________________________ Parks – Apparel Staff is recommending awarding the purchase of staff and program participant apparel to the low bidder, St. Louis Sportswear. Discussion: Parks Director Chris Conway shared that only two bids were received for apparel. He is recommending St. Louis Sportswear; we have used this company for the past several years. A motion was made by Alderman Leahy and seconded by Alderman Bullington to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Parks – Median Maintenance Staff is recommending awarding the bid to Landesign Plus. Discussion: Mr. Conway stated only one bid was received and that this company has had the contract for the past several years. Alderman Stallmann asked if there was any idea as to why there were no other bids received. Mr. Conway responded that he did ask and it seems staffing is an issue at the present time. Mayor Pogue stated we are advertising in all the right places; Mr. Conway shared that they have even followed up with phone calls. Alderman Roach asked about Clayton Rd. and jurisdiction. City Attorney Jones explained. A motion was made by Alderman Roach and seconded by Alderman Utt to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Parks – Treadmills Staff is recommending awarding the bid to Foremost Fitness Group. Discussion: Mr. Conway explained that three bids were received. Foremost Fitness did come in under budget, but is not the lowest bid. Mr. Conway cited several physical specifications of the treadmill (True) offered by Foremost which make it a much better value for the Pointe. He also explained that the Pointe has used this treadmill since it’s opening and maintenance costs have been well under budget. Mayor Pogue stated he was glad to see the bid specifications weren’t so tight, so that we are able to have more options and find what best suits us. Alderman Roach asked if these best suit our needs though not the lowest bid; Mr. Conway replied they do. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 6  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 A motion was made by Alderman Roach and seconded by Alderman Bullington to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Crushed Rock Staff is recommending awarding the contract to Simpson Materials including all the alternate bids. Discussion: Public Works Director Jim Link stated only two bids were received for this product which is used under concrete and asphalt projects as well as used for concrete production. Mayor Pogue asked if there were any other companies that normally bid; Mr. Link replied Bussen Quarries, but they did not bid this year and no reason was given. Alderman Roach asked Mr. Link if he felt their pricing was good; Mr. Link replied that they are the lowest bidder. A motion was made by Alderman Roach and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Ready Mix Concrete Staff is recommending awarding the contract for the two types of concrete and the alternate bids to Valley Material Group, the only bidder. Discussion: Mr. Link stated Valley Material Group was the only bid. He further explained that in the past, we would get more bids, but many of those companies realize we produce our own concrete now. The concrete in this bid is only used if our truck goes down or if a particular type of concrete is needed for a project. A motion was made by Alderman Roach and seconded by Alderman Kerlagon to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Ready Mix Sand Staff is recommending awarding this contract for Mississippi river sand to Simpson Materials, the low bidder and for low lignite river sand to Central Stone. Discussion: Mr. Link stated we have used Simpson Materials for sand for the past several years and they did not bid on the low lignite sand. He further explained the difference and how they are used. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 7  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 A motion was made by Alderman Roach and seconded by Alderman Leahy to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Sweeping Staff is recommending rejecting the bid from SCA of Missouri and to accept the late bid from STL Contractor Services. Discussion: Mr. Link shared that only one bid was received and that was from SCA of Missouri. SCA bought out all the sweeping companies in the area. Their bid was approximately $55,000; our budgeted amount for the year is $35,000. A late bid was received from a new company, STL Contractor Services for $26,040. Mr. Link is asking the Board to reject the SCA bid and waive purchasing procedures to accept the bid from STL Contractor. City Attorney Jones further explained that purchasing procedures allow the Board to waive if it’s beneficial to the city. Alderman Roach asked Mr. Link if he is confident to give the new company a try; Mr. Link responded he is and that the new company owner is a former sweeper driver. A motion was made by Alderman Bullington and seconded by Stallmann to reject the bid from SCA. A voice vote was taken with unanimous affirmative result and the motion passed. A motion was made by Alderman Bullington and seconded by Alderman Kerlagon to accept the bid from STL Contractor Services and waive the bidding process. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works – Two-Ton Truck Staff is recommending the purchase of a 2022 M2106 Freightliner from Truck Centers in Troy, IL. Discussion: Mr. Link stated he has searched all over to find a truck and found this one in Troy, IL; the contract for this truck had been backed out on by another company. Mr. Link further explained that it appears there won’t be trucks available until mid-2023 and even then, it would have to be sent out to be built. Alderman Roach asked if we would have to pick it up or if it would be delivered; Mr. Link stated it would be delivered. A motion was made by Alderman Stallmann and seconded by Alderman Bullington to approve staff’s recommendation. A voice vote was taken with unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 8  BOARD OF ALDERMEN Meeting Minutes February 28, 2022 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 ALDERMANIC COMMENTS__________________________________________________ Alderman Finley asked City Administrator Sterman about the anticipated ground breaking at the new police department site. Mr. Sterman replied that we had several delays due to weather and tree removal; Public Works has stepped in to remove trees. There is some equipment on site now and everything is still on track. The contract has been executed, all permits have been issued and we are on target. Mr. Sterman also stated there will be an information board at the site and we will be adding more information to our social media. May’s Ballwin Life magazine will also have information. Alderman Fleming stated staff did a great job budgeting last fall as evidenced by everything on our agenda this evening. He also stated it appears there are issues in getting bids such as cost of materials. He suggested a workshop in May to talk about post-pandemic finances since so much has changed and we will know the outcome of Prop U. Alderman Stallmann stated is was great to have everything out on the website for tonight’s agenda and noted how important it is for that information to be available. He asked if there had been any chance to look at the promotion of it on the website; Mr. Sterman replied that we are still working out some kinks, but should have something available soon. A motion was made by Alderman Fleming and seconded by Alderman Stallmann to adjourn. The motion was passed by unanimous affirmative voice vote and the meeting adjourned at 7:30 p.m. ______________________________ TIM POGUE, MAYOR ATTEST: ____________________________________ POLLY MOORE, CITY CLERK City of Ballwin- Board of Aldermen Meeting Minutes February 28, 2022 9