Board of Aldermen Regular Meeting

DRAFT MINUTES BOARD OF ALDERMEN Meeting Minutes MARCH 9, 2020 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 Tim Pogue at 7:05 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 Bob Kuntz City Attorney Robert Jones The Pledge of Allegiance was recited. MINUTES The Minutes from the February 24, 2020, 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 February 24, 2020 Board of Aldermen meeting. A voice vote was taken with a unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 9, 2020 1  DRAFT MINUTES BOARD OF ALDERMEN Meeting Minutes MARCH 9, 2020 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 PUBLIC COMMENTS_________________________________________________________ None LEGISLATION_______________________________________________________________ Resolution – All Hazard Mitigation Program A resolution of the City of Ballwin adopting the St. Louis Regional All-Hazard Mitigation Plan 2020-2025. In discussion of the Resolution: Alderman Roach asked for some background on the resolution. City Administrator Kuntz stated this is required every five years for future funding; it is non-discretionary and was previously adopted by the Board. Public Works Superintendent Jim Link echoed Mr. Kuntz’s statement that this will be required for funding; this is a reasonable hazard mitigation plan and flood model map for Ballwin. Mr. Link stated all cities in St. Louis County are required to have a plan and it is redone every five years. Alderman Fleming asked that more information be provided in the packet for future reviews of this resolution. City Administrator Kuntz stated we will forward a link to the Aldermen, but this resolution is necessary if we want to have federal funding. A motion was made by Alderman Fleming and seconded by Alderman Bullington to support and sign the resolution. A voice vote was taken with unanimous affirmative result and the motion passed. CONSENT ITEMS____________________________________________________________ PUBLIC WORKS – ASPHALT MILLING Staff recommends awarding the bid for asphalt milling to the low bidder, Pace Construction Company. Discussion: None A motion was made by Alderman Roach and seconded by Alderman Utt to accept staff recommendation and award the bid to Pace Construction Co. A voice vote was taken with unanimous affirmative result and the motion passed. MAYOR’S REPORT__________________________________________________________ Nothing to report City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 9, 2020 2  DRAFT MINUTES BOARD OF ALDERMEN Meeting Minutes MARCH 9, 2020 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 CITY ADMINISTRATOR’S REPORT___________________________________________________ Regarding the new police department site, City Administrator Kuntz reported he has reached out to various sources, JEMA and MSD. It was determined both sites would be stand alone and not rolled into the park template for MSD review. JEMA has put together figures for the sites, both best guess and worst case scenarios. MSD would not give figures without a plan in place. There was further discussion of parking issues and officer safety. Alderman Fleming stated he is more in favor of the old government center site for several reasons, including the fact the infrastructure is there and available, we are creating new expenses with items such as retaining walls and redoing the road and unknowns with the bank. Alderman Stallmann stated we have been assured the bank will donate the property and that location offers better security and more means of ingress and egress. MSD and a conceptual review process was discussed. A motion was made by Alderman Stallmann and seconded by Alderman Bullington to approve the bank site for the new police department building. A voice vote was taken with six affirmative votes and one negative vote and the motion passed. A motion was made by Alderman Stallmann and seconded by Alderman Bullington to authorize the City Attorney to finalize negotiations and draft legislation to accept the donation of land from the bank. Mr. Kuntz then asked if the Board wanted to request proposals for professional services for the design phase or negotiate a professional service contract with the existing firm. Mayor Pogue asked if JEMA had included pricing for the next phase; Mr. Kuntz stated they had not. City Attorney Jones explained the request for qualification requirements and that going out for proposals would be the best way. A motion was made by Alderman Roach and seconded by Alderman Bullington to request proposals for professional services. STAFF REPORTS____________________________________________________________ PARKS – North Pointe Furniture Staff is recommending awarding the 2020 North Pointe Pool Furniture bid to the lowest qualified bidder, Fry & Associates, Inc. Discussion: Parks Director Chris Conway stated three proposals were received, with two proposals qualifying. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 9, 2020 3  DRAFT MINUTES BOARD OF ALDERMEN Meeting Minutes MARCH 9, 2020 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 A motion was made by Alderman Stallmann and seconded by Alderman Utt to approve staff’s recommendation of Fry & Associates, Inc. A voice vote was taken with unanimous affirmative result and the motion passed. PARKS – BALLWIN DAYS CARNIVAL RIDES Staff recommends awarding the Ballwin Days Carnival Vendor Ride Contract to PBJ Happee Days Shows for the 2020 Ballwin Days Festival. Discussion: Parks Director Chris Conway stated two bids were received; they are both competitive and neither have OSHA violations. It was decided to recommend the company with lower tickets pricing, PBJ Happee Days Shows. Mayor Pogue asked if they have done any local shows; Mr. Conway stated they have done shows for Webster Groves, Washington and Town & Country. Alderman Roach recognized Ballwin Days chairperson, Jim Lieber, was in attendance at the Board meeting and asked for his thoughts; he stated he is in agreement with the recommendation and that other potential bidders could not line up the dates we needed. A motion was made by Alderman Roach and seconded by Alderman Bullington to award the bid to Happee Days Shows. A voice vote was taken with a unanimous affirmative result and the motion passed. PUBLIC WORKS – CRACK SEALING Staff recommends awarding this bid to the low bidder, Sweetens Concrete Services. Discussion: Public Works Superintendent Jim Link stated this was advertised in the St. Louis Business Journal and on the City’s website; three bids were received. He also found Sweetens had three OSHA violations. Alderman Stallmann asked if Mr. Link knew why there was such a large discrepancy in the bid amounts. Mr. Link stated he had contacted those vendors but they were reluctant to discuss the issue. Alderman Fleming asked if we could ask for more since the bid was at a good price point. City Attorney Jones stated we could award the contract and then ask for extended unit pricing. A motion was made by Alderman Fleming and seconded by Alderman Roach to award the contract to Sweetens Concrete Services and ask Sweetens for unit pricing not to exceed $40,000. A voice vote was taken with a unanimous affirmative result and the motion passed. City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 9, 2020 4  DRAFT MINUTES BOARD OF ALDERMEN Meeting Minutes MARCH 9, 2020 7:00 PM 1 GOVERNMENT CTR. BALLWIN, MO 63011 PUBLIC WORKS – SLABS/SIDEWALKS REPLACEMENT Staff recommends awarding this bid to the second low bidder, Kelpe Contracting Inc. Discussion: Mr. Link stated seven bids were received; he is recommending the second lowest bidder because he could not verify that the low bidder has done work in any other city or on this scale. Mayor Pogue asked if we require references on bid documents; Mr. Link replied we do. A motion was made by Alderman Roach and seconded by Alderman Stallmann to award the bid to the lowest qualifying bidder, Kelpe Contracting Inc. A voice vote was taken with unanimous affirmative result and the motion passed. CITY ATTORNEY’S REPORT_________________________________________________ Nothing to report ALDERMANIC COMMENTS__________________________________________________ Alderman Fleming stated the Finance Committee met before the Board meeting. It is the committee’s recommendation that the street light contract with Tanko be terminated due to a lack of forward progress being made. A motion was made by Alderman Roach and seconded by Alderman Stallmann to terminate the contract. A voice vote was taken with unanimous affirmative result and the motion passed. A motion was made by Alderman Fleming to adjourn. The motion was seconded by Alderman Finley. The motion passed by unanimous voice vote. The meeting adjourned at 7:54 pm. ______________________________ TIM POGUE, MAYOR ATTEST: ____________________________________ Polly Moore, CITY CLERK City of Ballwin- Board of Aldermen Meeting Minutes DRAFT March 9, 2020 5