Board of Aldermen Regular Meeting

UNOFFICIAL DRAFT Minutes of the Board of Aldermen Meeting February 26, 2018 at 7:00 p.m. City of Ballwin – 300 Park Dr STATEMENTS ATTRIBUTED TO INDIVIDUALS IN THIS “DRAFT” ARE NOT VERBATIM QUOTES. THE MINUTES OF THIS MEETING ARE REPORTED IN SUMMARY. THIS IS AN “UNOFFICIAL DRAFT VERSION” OF THE MEETING MINUTES. DRAFT VERSIONS OF MINUTES ARE SUBJECT TO REVIEW, MODIFICATION, AND APPROVAL OF THE BOARD OF ALDERMEN. THE MINUTES ARE PREPARED IN SUMMARY TO REFLECT THE OVERALL DISCUSSIONS, NOT VERBATIM QUOTES. The meeting was called to order by Mayor Pogue at 7:01 p.m. ROLL CALL PRESENT ABSENT Mayor Tim Pogue Alderman James Terbrock 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 Hanson City Attorney Robert E. Jones Mayor Pogue stated Alderman Finley is absent due to out of town business travel. The Pledge of Allegiance was given. MINUTES The Minutes of the February 12, 2018, Board of Aldermen meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Stallmann to approve the February 12, 2018, Board of Aldermen meeting minutes as submitted. A voice vote was taken with a unanimous affirmative result and the motion passed. CITIZEN COMMENTS Ron Birtre, 413 Oakmont Circle, stated he’s opposed to short term rentals he stated there is a home down the street from him who’s owner advertises rooms on craigslist with an open ended stay. He and several neighbors are not in favor of this kind of activity. City of Ballwin – Board of Aldermen Meeting Minutes February 26, 2018 Page 1  Kathy Ruoff, 156 Country Creek Ct., a trustee for County Creek HOA, has had several issues in regards to Air BnB and asked if there would be a chance for people to voice their opinions and concerns over air BnB’s. Mayor Pogue stated there will be a public hearing on April 2, 2018 during the Planning and Zoning Commission meeting. LEGISLATION BILL NO 3988 Next Generation 9-1-1 Contract Agreement AN ORDINANCE AUTHORIZING THE MAYOR OF THE CITY OF BALLWIN, MISSOURI, ON BEHALF OF THE CITY, TO EXECUTE AN AGREEMENT WITH THE EMERGENCY COMMUNICATIONS COMMISSION FOR NEXT GENERATION 9-1-1 SERVICE. A motion was made by Alderman Fleming and seconded by Alderman Bullington for a first reading of Bill No. 3988, title only. A voice vote was taken with a unanimous affirmative result and Bill No. 3988 was read for the first time. A motion was made by Alderman Fleming and seconded by Alderman Stallmann for a second reading of Bill No. 3988, title only. A voice vote was taken with a unanimous affirmative result and Bill No. 3988 was read for the second time. A roll call vote was taken for passage and approval of Bill No. 3988 with the following results: Ayes – Aldermen Fleming, Bullington, Kerlagon, Roach, Terbrock, Stallmann; Nays -- None. Bill No. 3988 was approved and became Ordinance No. 18-02 RESOLUTION: Comprehensive Plan Contract Agreement with i5Group A RESOLUTION AUTHORIZING THE MAYOR OF THE CITY OF BALLWIN, MISSOURI, ON BEHALF OF THE CITY, TO EXECUTE AN AGREEMENT WITH i5GOUP FOR THE COMPLETION OF BALLWIN’S COMPREHENSIVE PLAN WHICH IS NOT TO EXCEED $134,698 TO COMPLETE THE PROJECT. A motion was made by Alderman Stallmann and seconded by Alderman Fleming to approve the Resolution authorizing the Mayor to execute the contract agreement between i5Group for the completion of Ballwin’s Comprehensive Plan which is not to exceed $134,698. A voice vote was taken with a unanimous affirmative result and the motion passed. The Resolution was approved. CONSENT ITEM a) SLAB AND SIDEWALK b) GREENS MOWER PURCHASE c) BUILDING SYSTEMS VAN PURCHASE d) ANNUAL COMPENSATION REVIEW A motion was made by Alderman Fleming and seconded by Alderman Roach to accept the Consent Items as recommended by staff. A voice vote was taken with a unanimous affirmative result and the motion passed. City of Ballwin – Board of Aldermen Meeting Minutes February 26, 2018 Page 2 CITY ADMINISTRATOR’S REPORT City Administrator Hanson stated he sent out an update on the City Hall. He stated that the construction bid packet will go out on Friday. The bid opening is set for the end of March. Alderman Fleming stated he has received several requests from residents whom have noticed their mail is starting to show a mailing address in Manchester. He stated their concern is whether their sales tax and utilities are going towards Ballwin. City Administrator Hanson stated he will have staff look into the issue. STAFF REPORTS PUBLIC WORKS CRUSHED ROCK PURCHASE City Engineer, Gary Kramer stated that the reason this item is under staff report is due to only having received two bids. $11,456.00 was budgeted for crushed rock. Crushed rock is used in-house as a base for concrete pavement slab, curb and gutter, and sidewalk replacements. On February 9, 2018, two (2) bids were received and opened. Staff recommends awarding this unit price contract to Simpson Construction Materials which also includes the alternate bids. Alderman Roach asked if the price of crushed rock has changed. Mr. Kramer stated it has not changed by much. A motion was made by Alderman Stallmann and seconded by Alderman Kerlagon to accept staff’s recommendation and award the unit price purchases to Simpson Construction Materials which also includes the alternate bids. A voice vote was taken with a unanimous affirmative result and the motion passed. PUBLIC WORKS STREET SWEEPING CONTRACT Mr. Kramer stated only two bids were received for the street sweeping contract. Since 2006, the City has contracted for street sweeping. As in the past, the 2018 budget includes funds for quarterly contractual sweeping in compliance with our State Stormwater Permit. The bid specifications include sweepings in April, June, September, and December, but do not include disposal of the sweeper debris. Republic Waste will dispose of the sweeping debris at no cost to the City. Staff recommends awarding the contract to the low bidder, Contractors and Municipal Sweeping, Inc. A motion was made by Alderman Roach and seconded by Alderman Kerlagon to accept staff’s recommendation and award the street sweeping contract to Contractors and Municipal Sweeping, Inc. A voice vote was taken with a unanimous affirmative result and the motion passed. PUBLIC WORKS READY MIX CONCRETE Mr. Kramer stated that this is the first year with the new concrete mixer. The city does not anticipate using the full amount budgeted for concreted but utilizing this contract as a backup measure. The street budget was raised to account for the anticipated savings in the concrete costs. The anticipated savings were put towards removing the curb on Reinke Rd. As a precaution, staff solicited bids including the alternate bid items as a backup supplier in order to get better unit prices. City of Ballwin – Board of Aldermen Meeting Minutes February 26, 2018 Page 3  The bid specifications state that the City reserves the right to increase or decrease this contract based on the contract unit price. We do not expect to purchase more that 30% of the bid total 1,500 cubic yards, reducing the contract total to $41,715. Staff recommends awarding this contract at the bid unit price for the two types of concrete, including the alternate bids, to the low bidder, Landvatter Ready Mix, Inc A motion was made by Alderman Stallmann and seconded by Alderman Roach to accept staff’s recommendation and award the ready mix concrete contract for the two types of concrete, including the alternate bids, to Landvatter Ready Mix, Inc. A voice vote was taken with a unanimous affirmative result and the motion passed. PUBLIC WORKS HOT MIX ASPHALT Mr. Kramer stated that staff discovered that N.B. West, the low bidder, closes their asphalt plants beginning sometime between Thanksgiving and Christmas and reopens in mid-March. This poses a problem getting asphalt for potholes or when temperatures are suitable for small projects during the winter. With this in mind, we recommend rejecting their bid due to availability issues. Staff recommends awarding the hot mix asphalt contract to the second low bidder, Fred Weber, and not accepts either alternate bid. A motion was made by Alderman Roach and seconded by Alderman Kerlagon to accept staff’s recommendation and award the hot mix asphalt contract to Fred Weber, who had the lowest most qualified bid, and not accept either alternate bid. A voice vote was taken with a unanimous affirmative result and the motion passed. ALERMANIC COMMENTS Alderman Bullington stated that as a principal, he deals with students and staff daily and with the recent tragic incident in Florida he asks that you please listen to your sons and daughters. If they have concerns about a fellow student or anyone, to bring that to the attention of the authorities – get it to the administrators at the school, get it to the law enforcement officers -- do not ignore it. Send that information in. He stated that there are seventeen that are not here anymore. He challenged those in attendance to do seventeen good deeds in the next seventeen days, find something, find anybody, and do something wonderful. A motion was made by Alderman Fleming and seconded by Alderman Stallmann to adjourn the Board of Aldermen Meeting. A roll call vote was taken with a unanimous result, and the meeting was adjourned at 7:18 p.m. ______________________________ TIM POGUE, MAYOR ATTEST: ____________________________________ ERIC HANSON, CITY ADMINISTRATOR Updated: March 2, 2018 A Johnson City of Ballwin – Board of Aldermen Meeting Minutes February 26, 2018 Page 4