Board of Aldermen Regular Meeting

BOARD OF ALDERMEN Meeting Minutes MARCH 25, 2019 7:00 PM 300 PARK DR. BALLWIN, MO 63011 THE MINUTES ARE PREPARED IN SUMMARY TO REFLECT THE OVERALL DISCUSSIONS, NOT VERBATIM. The meeting was called to order by Mayor Tim Pogue at 7:00 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 Interim-City Administrator Bob Kuntz City Attorney Robert Jones The Pledge of Allegiance was recited. MINUTES The Minutes from the March 11, 2019, Board of Aldermen meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Bullington to approve the minutes from the March 11, 2019 Board of Aldermen meeting as amended. A voice vote was taken with a unanimous affirmative result and the motion passed. The Minutes from the March 11, 2019, closed session meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Finley to approve the minutes from the March 11, 2019 closed session meeting as submitted. A voice vote was taken with a unanimous affirmative result and the motion passed. The Minutes from the March 11, 2019, Finance Committee meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Finley to approve the minutes from the March 11, 2019 Finance Committee minutes as submitted. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 25, 2019 1  BOARD OF ALDERMEN Meeting Minutes MARCH 25, 2019 7:00 PM 300 PARK DR. BALLWIN, MO 63011 The Minutes from the March 18, 2019 Public Works committee were submitted for approval. A motion was made by Alderman Roach and seconded by Alderman Terbrock to approve the minutes from the March 18, 2019 Public Works Committee minutes as submitted. NEW BUSINESS ____________________________________________________________ BILL 4025 A RESOLUTION FOR EMPLOYMENT AGREEMENT FOR CITY ADMINISTRATOR A motion was made by Alderman Fleming and seconded by Alderman Bullington for a first reading of Bill No. 4025, title only. A voice vote was taken with a unanimous affirmative result and Bill No. 4025 was read for the first time. A motion was made by Alderman Fleming and seconded by Alderman Finley for a second reading of Bill No. 4025, title only. A voice vote was taken with a unanimous affirmative result and Bill No. 4025 was read for a second time. A roll call vote was taken for passage and approval of Bill No. 4025 with the following results: Ayes – Aldermen Finley, Roach, Stallmann, Fleming, Leahy, Bullington, Kerlagon; Nays -- None. Bill No. 4025 was approved and became Ordinance No. 19-11 CONSENT ITEMS_________________________________________________________ Administration: Denise Keller, Destruction of Records Police: Chief Kevin Scott, Vehicle Rotation In discussion of police department vehicles, Chief Scott and Lt. Bushery presented information regarding options on new vehicles. Alderman Roach asked about specific improvements and costs. MAYOR’S REPORT _______________________________________________________ INTERIM - CITY ADMINISTRATOR’S REPORT ____________________________________ Interim City Administrator Kuntz introduced City of Ballwin’s new Marketing Specialist, Kennedy Robinson. Ms. Robinson will be handling public relations and social media duties for the City. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 25, 2019 2  BOARD OF ALDERMEN Meeting Minutes MARCH 25, 2019 7:00 PM 300 PARK DR. BALLWIN, MO 63011 STAFF REPORTS ____________________________________________________________________ Police: Chief Kevin Scott, Computer Assisted Dispatching Chief Scott stated our current software is from 2006; we have numerous instances of failure issues which cause us to have to reboot the system. Chief Scott has concerns over its viability. Chief Scott would like to use reserve Prop P funds and issue a Request for Proposal. Chief Scott also had Tony Hickham, Police Department IT, available to answer any questions that would arise. The new system to be proposed would be internet based and portable, meaning if it were not possible to be in the PD building for instance, as long as internet is available, functions may still be performed on portable device. Alderman Finley asked if there is uncertainty of the department’s future, would the recommendation be to purchase our own; Chief Scott replied that it would. Alderman Roach asked Chief Scott if the Board approved this request this evening, when should we expect responses to the RFP. Chief Scott responded that the RFP could go out in the morning and it would take 30 – 60 days to hear back from potential vendors. Alderman Fleming asked about current providers and major players with the system. Mr. Hickham responded this is still relatively new and there are not many larger departments using it yet. The question was asked regarding what would happen if/when the host is destroyed; Mr. Hickham replied there is nationwide backup. Alderman Fleming asked what part did/does REJIS play; REJIS supports the global backup of the system. Alderman Stallmann asked if we could convert our lease to owning the equipment. Mr. Hickham replied the cloud based service is a subscription service. Mr. Hickham further explained the advantages of the cloud environment and believes we should purchase our own system. Alderman Fleming asked Chief Scott which system he wrote the RFP for; the Chief responded that it was written for the cloud-based system. Interim City Administrator Kuntz stated that having the subscription service would give us the most flexibility, but asked if we are locked in. Alderman Roach stated he will be very interested to see the proposals we receive. A motion was made by Alderman Bullington and seconded by Alderman Stallmann to proceed with the RFP. A voice vote was taken with unanimous affirmative result and the motion passed. Police: Chief Kevin Scott, Deer Hunting Chief Scott followed up on citizen comments which were received in January. At this time, the Chief is not proposing any changes to what is currently done with regard to contacting homeowners when hunters are using common ground. Mayor Pogue made a suggestion that we should possibly look at the section of the common ground being used instead of the whole area. There was further discussion of hunting practices, area used and number of deer harvested. Public Works: Jim Link, Striping Mr. Link stated only one bid was received for striping services; it was sent to six vendors and also advertised. America’s Parking, our vendor from last year, was the sole bid and the price went down from last year. Interim City Administrator Kuntz stated that there seems to be a very limited market for this service. Mayor Pogue stated that we did our due diligence for this service. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 25, 2019 3  BOARD OF ALDERMEN Meeting Minutes MARCH 25, 2019 7:00 PM 300 PARK DR. BALLWIN, MO 63011 A motion was made by Alderman Stallman and seconded by Alderman Kerlagon to proceed with the sole bid for this service. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works: Jim Link, Sweeping Mr. Link stated bids were send and advertised in St. Louis Business Journal. Our contractor from last year is the recommended bidder with the same price. Alderman Leahy asked when the last time we utilized street sweeping services was; Mr. Link stated that June was the last time. Mr. Link also stated that if services are not used, we do not have to pay. A motion was made by Alderman Roach and seconded by Alderman Leahy to proceed with the recommended bidder. A voice vote was taken with unanimous affirmative result and the motion passed. Public Works: Jim Link, One Ton Truck Mr. Link discussed several options that are available for the purchase of a one ton truck: leasing, buying new or used. There was discussion regarding these options and questions to include if we have the option to purchase when we lease, and would there be a need to appropriate more funds if we purchase new. It was decided to look at this purchase at a future meeting. Parks: John Hoffman, Treadmills Mr. Hoffman stated it was budgeted to replace the 10 treadmills at the Pointe. We would be trading in nine of the old treadmills and one treadmill would be going to the Government Center. He stated 10 bids were received, though four of those did not meet our specifications. He is recommending Foremost Fitness be awarded the bid; they were the second lowest bidder meeting our specifications. Their bid is $52,000, which is $13,000 under what was budgeted. A motion was made by Alderman Terbrock and seconded by Alderman Finley to proceed with the recommended vendor. A voice vote was taken with unanimous affirmative result and the motion passed. Parks: John Hoffman, Parks Master Plan Mr. Hoffman provided information regarding the Parks Master Plan to the Board at the meeting; this was the plan presented at the February 11, 2019 Board Meeting. Interim City Administrator Kuntz asked if the Board would like to have the representative return for another Board meeting for any questions. It was decided it was not necessary and there would be further discussion at a future Board meeting. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 25, 2019 4  BOARD OF ALDERMEN Meeting Minutes MARCH 25, 2019 7:00 PM 300 PARK DR. BALLWIN, MO 63011 ALDERMANIC COMMENTS Alderman Terbrock shared he was pleased with the outcomes from the Public Works Committee meeting. He stated there was good discussion on how we’ve handled leaf collection and what we can do to improve future service. He also discussed the possibility of a pilot program to bring in a private contractor. The next meeting will be in three weeks, April 15, 2019. Mayor Pogue also stated he felt the discussions of options and opportunities was very good. Alderman Roach welcomed Kennedy Robinson to the City of Ballwin. Alderman Finley discussed County Councilman Tim Fitch looking into changing how Prop P funds are distributed. Alderman Stallmann stated that County Councilman Ernie Trakas had a new proposal to show what is considered public safety. Alderman Finley stated Prop P cannot be changed without another vote. A motion was made by Alderman Fleming to adjourn. The motion was seconded by Alderman Terbrock. The motion passed by unanimous voice vote. The meeting adjourned at 8:00 p.m. ______________________________ TIM POGUE, MAYOR ATTEST: ____________________________________ Andy Hixson, CITY CLERK City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 25, 2019 5