City Council

MINUTES OF THE CITY COUNCIL MEETING CITY OF MISSION HILLS, KANSAS February 12, 2024 The City Council of the City of Mission Hills, Kansas held a meeting on February 12, 2024 at 5:30 p.m. PRESIDING: Mayor David W. Dickey PRESENT: Councilpersons Bill Bruning, Gregg Davidson, Barbara Nelson, Eden Thorne, and Andy Weed (phone) ABSENT: None ALSO PRESENT: Jennifer Lee, City Administrator; Justin Carroll, Assistant City Administrator; Meghan Woolbright, City Clerk; Jill Clifton, City Planner; Anna Krstulic, City Attorney; Spencer Jones, City Treasurer (phone); Chief Steve Chick, Consolidated Fire District No. 2 (CFD2); Chief Byron Roberson, Prairie Village Police Department (PVPD); Tom McGuire and Anna Rivas, CBIZ; VISITORS: Mike McQuaid, Fairway, KS; Michael O’Shaughnessy, Mission Hills, and Natalie O’Shaughnessy, Mission Hills CALL TO ORDER Mayor Dickey called the meeting to order at 5:30 p.m. and the pledge of allegiance was recited. GREETINGS AND INTRODUCTIONS Mayor Dickey greeted visitors and noted that the order of the agenda would be adjusted to accommodate the interests of the visitors. Mayor Dickey noted that the meeting would be recorded for the purpose of meeting minutes. APPROVAL OF MINUTES OF COUNCIL MEETING – January 8, 2024 Councilperson Nelson moved to approve the minutes of the January 8, 2024 meeting. Councilperson Bruning seconded. Approved 5-0. PUBLIC SAFETY A. Fire District Report Chief Chick distributed to the Council a presentation on Consolidated Fire District No. 2 (CFD2) performance measures and initiatives to continue high service levels in CFD2. He noted CFD2 serves eight cities and the two-year call volume trend shows an increase of calls from 5,560 in 2022 to 6,253 calls in 2023, which is a substantial increase of 12.5% compared to previous increases of 3 to 4% annually. He noted that nearly all the nursing home facilities in CFD2 are served by Station 23, which receives 40% of the district’s calls for service. He added CFD2 station locations have been adjusted overtime to fit the service needs of the eight cities in the 1 district. Chief Chick noted that housing and care facility developments in the district are increasing population density and changing occupancy in cities. He opined that even though Station 21 is carrying the least call volume at this time, over the next three to five years he expects a measurable growth in service needs due to developments in Mission. Chief Chick referred to the twelve-year call volume trends and noted the steady growth in calls between 2012 and 2017 with a bit of a dip in volume in 2018. He noted that during the COVID pandemic in 2020 many organizations had a 25% reduction in calls, while CFD2 call volumes only saw a very small dip. He added CFD2 has been forecasting increasing call volumes. He noted the growth is becoming exponential and reported CFD2 call volumes increased in 2021 by 5%, in 2022 by 8%, and in 2023 by 12.5%. Mayor Dickey asked what is causing this continued growth. Chief Chick replied that are several factors causing the increased volumes, firstly more people are living in a smaller amount of space. He noted for example the former Meadowbrook Golf Course has been converted to a development with two high rises of assisted living and independent living for older people. He added an office building on Shawnee Mission Parkway was recently demolished for the construction of 55 and older community. Chief Chick noted the call volume trends show that throughout the district residents are aging in place and want to be independent as long as possible. He opined the fire district helps make it possible for residents to age in place. Chief Chick noted that Station 22 is the first responder to Mission Hills residents and runs approximately 2,000 calls a year. He referred to Mission Hills call data and noted last year there was a small decrease in emergency medical service (EMS) calls and a 21% increase in fire and service call types. He noted that service calls include broken water or gas line reports and carbon dioxide alarms. Councilperson Bruning asked if these service calls were residents calling 911 or the fire department directly. Chief Chick replied there are exceptions, but most calls are through 911 and in Mission Hills and Prairie Village 911 calls are dispatched by the Prairie Village police department. Chief Chick noted that many northeast Johnson County residents want to remain in the home and their home is their greatest investment. He added as their family either moves out of the area or passes away, these individuals are becoming more and more alone. He noted in the district there has been a 27% increase in the number of lift assists and other personal assist calls. He noted a performance measure for CFD2 is turnout time, which is the time it takes to receive and respond to a call and depending on the call type the CFD2 turnout time is between 57 seconds and a minute and three seconds. Chief Chick noted he is proud of this turnout time, and it demonstrates the stations are putting the community needs first. He added the average travel time in CFD2 for EMS calls is four minutes and thirty-three seconds and for fire calls is three minutes and fifty-one seconds. Mayor Dickey asked if there is a standard turnout time. Chief Chick replied that the standard turnout time is one minute and twenty seconds during the day and one minute and thirty seconds at night, so CFD2 has risen to the challenge and surpassed the standard. He referred to the graph of the amount of time spent responding to each call type 2 and noted that some calls take 15 to 20 minutes, whereas the average EMS call is over 30 minutes of response time. Chief Chick noted in 2022 that CFD2 staffing was expanded by one person per shift for three shifts and a Heavy Squad was added to Station 22 to manage the call volumes. He noted that stations provide coverage for each other in the district and the International Association of Fire Chiefs has standards for this practice. He noted that Station 22 exceeded the standard of coverage time by 15% so Stations 21 and Station 23 were responding to these calls while also managing their own call load. He noted a unit was added to Station 22 and the need for coverage has decreased to 7% and the call time for service in Mission Hills has also decreased because Station 22 is not waiting for coverage from Station 21 or Station 23. He noted a trend across the district are increased lift assist or personal assist calls with 417 calls in 2022, 461 calls in 2023 and based on current call volumes, 2024 is on track to run 575 lift calls. He noted another concerning trend is the number of non-emergency calls from care facilities, such as nursing homes. Chief Chick noted CFD2 is beginning a strategic planning process with the goal of developing a five-year plan to guide CFD2 in best serving the community. He noted this process will include stakeholder involvement from the eight cities served by the district. He added CFD2 will be considering a community risk reduction method, since fire prevention efforts have been so successful. He noted the community risk reduction method would provide a framework for having a dialogue about other care opportunities in the community when there are repeat callers for lift assistance. He added for example someone calling for lift assist 25 times a year might be better served by a visiting nurse or home health provider, but they might not be aware of these services. Chief Chick noted that repeat calls are becoming more prevalent and frequently these residents have lived in their home for decades and want to stay in their homes but are not aware of supplemental community services. He added as the number of lift and non-emergency calls increase it places a strain on availability for emergency calls, so CFD2 has a responsibility to help identify long-term solutions. Councilperson Bruning noted that nursing homes call for emergency services and asked for more information on these policies. Chief Chick replied that the internal policies at nursing homes and care facilities result in the call to emergency services and fire districts are not directing these policies. He noted a preference for dialogue between these facilities and fire districts prior to establishing these policies. He added one facility with all hour’s nursing staff had a one-year increase of 41% in lift assist calls because their administration did not permit staff to lift people who fell on the floor. Chief Chick noted that these facilities have trained, qualified people on staff who are more equipped to care for the elderly. He added in some cases the facility’s insurance company encourages calling the fire department to avoid nursing staff injury, which then passes the liability to the fire department. He noted there was a measurably higher rate of injury at CFD2 this past year in line with the increased rate of moving and lifting people. Chief Chick noted that conversations have begun with all the care facilities about the purpose of the fire department and that every non-emergent call diverts a unit from responding to an emergency. Councilperson Thorne noted there have been 61 non-emergency calls this year and asked how a lift assistance call without a medical emergency is categorized. Chief Chick replied this would be a non-emergent call. He noted fall calls fall into three tiers and are prioritized by dispatch and clarified that Code 3 is a non- 3 emergency lift assist, Code 2 is a fall call where the closes unit responds to the situation because there is a reported injury, and Code 1 emergency with full lights and sirens to respond as quickly as possible. Councilperson Nelson noted the increase in service calls and asked if CFD2 has adequate staff and candidates applying for open positions. Chief Chick replied that CFD2 is fully staffed with the needed number of firefighters, EMTs, and paramedics. He noted that CFD2 has traditionally been a destination department with high volumes of candidates applying for open positions. He added previously for one firefighter opening there would be 200 applicants, but the last open firefighter job had only fourteen applicants. Chief Chick noted he has concerns for future recruitment and added the community college program for the fire program has 13 students with the capacity for 48 students, so the inflow of candidates is decreasing. He added CFD2 has built an intern program with the intention of recruiting good candidates. He noted two full time fighters with CFD2 were interns, including a fully qualified female firefighter. B. Police Report Chief Roberson’s birthday was celebrated with the singing of Happy Birthday. Chief Roberson referred to the January narrative report and noted there were three thefts from vehicles where two vehicles were unlocked, and one vehicle had the window broken. He noted in one case the resident is not willing to prosecute and added that the Prairie Village Police Department (PVPD) encourages residents to seek prosecution otherwise the investigation and possible connection to other cases is stopped. He noted in the case of the window being broken there were not visible items nor valuable items in the car, so the motivation is unclear. He reported that at this time there are not any suspects for these cases. Chief Roberson referred to the traffic accident at 5800 Overhill Road and noted the PVPD asked the Fairway Police Department to stop a vehicle for a call for service involving burglary suspects in Leawood. He noted at the same time, Fairway Police Department reported to PVPD that the vehicle might have been involved in a burglary on State Line Road. He added the vehicle did not stop for the officer and being a cold, icy day the vehicle entered Overhill Road, lost control, and slid into a tree. One suspect exited the vehicle and fled, and the other suspect attempted to flee but fell. He reported that the officer avoided running over the suspect but hit the suspect’s vehicle. Chief Roberson noted that one suspect was taken into custody with an illegal weapons charge and the case against the other suspect is still open. Chief Roberson referred to the yearend activity report and noted the number of calls for service between 2022 and 2023 between Mission Hills and Prairie Village increased by 1,200 with just 230 of those calls from Mission Hills. He referred to the increased calls for service that CFD2 is experiencing and noted the increased calls for service in Prairie Village are related to new developments, retail establishments, and more density in housing. He noted that retail centers are increasingly busy on weekends and evenings, which has resulted in a fair number of calls. He reported that most crimes have either become static or decreased and highlighted there were 21 auto burglaries in 2022 which decreased to 7 in 2023. He noted any crime is too many, but this year has demonstrated a measurable reduction and added theft from buildings and autos also 4 decreased. Chief Roberson noted that severely impaired drunk drivers are still on the road, drug arrests are stagnant, and traffic accidents have slightly decreased. Chief Roberson referred to the crime prevention table and noted that Mission Hills residents have helped reduce crimes in the community by changing behaviors that could lead to crimes of opportunity and reporting suspicious activity. He noted a significant increase in the House Watch program and steady number of officers addressing open garage and car doors. He noted both Mission Hills and Prairie Village have had an increase in the failure to yield, which is someone not stopping for a police officer. He added failure to yields typically happen late at night and are a good indication that an officer has stopped or interrupted a potential crime from happening. He noted youth do not typically joyride or avoid officer stops anymore. Chief Roberson noted the crime reduction can be attributed to a combination of resident participation, the license plate reader and camera system, and a fully staffed Mission Hills force. He noted the increased volume of traffic stops, which demonstrates the officers are interacting with the public and decreasing crime. Chief Roberson noted that the Mission Hills force is fully staffed, while the overall PVPD force has seven openings with five officers in the academy or in training. He noted that Mission Hills officers are on a 10-hour shift, but to maintain service levels the PVPD officers are on 12-hour shifts. He added the 12-hour shift is longer, but officers now prefer it because their time off is longer. Chief Roberson noted PVPD is hiring all the time, and he is scheduled to conduct interviews tomorrow. He added in 2023, PVPD received 220 applications for police officer and of those 40 were interviewed and 6 were selected. He noted it is a very arduous task to hire a police officer, but the standards of a PVPD officer will not be lowered. Mayor Dickey noted that Chief Roberson did a great job presenting at the Joint Homes Association meeting and the efforts of the PVPD, Council, staff, and residents are evident in the progress shown in the yearend report. He noted last year he wrote a specific crime and safety letter to residents independent of the newsletter. He proposed sending another letter in advance of the spring newsletter to encourage residents to not become complacent and highlight the unlocked vehicle and keys in car statics. He added continued vigilance will result in real progress on crime reduction. Councilperson Nelson agreed and noted that residents read communications from the City. CONSENT AGENDA A. Claims Ordinance No. 1650 B. 2024 Time & Material Contract – GBA (Engineering Services) C. Resolution No. 2024 - B: Contract with Rosehill Gardens for 2024 Annual Flowers Councilperson Nelson moved to approve the Consent Agenda as presented. Councilperson Bruning seconded. Approved 5-0. NEW BUSINESS A. Resolution No. 2024-C: Property, Liability, Workers Compensation Insurance Renewal Mr. McGuire noted that the market continues to be hard for property and casualty insurance and municipalities are no exception. He noted the Traveler’s rate increased by 9%, so the premium increased from $61,000 to $66,000. He added that last year a quote was solicited from another 5 vendor, but other carriers in the market do not have the same flexibility as Traveler’s in the fine arts coverage. Mr. McGuire noted that there was an increase in wind and hail deductibles, but due to the value of the City’s buildings that did not greatly impact the renewal. He added that the market continues to be challenging for municipalities, especially larger cities who insure police and fire departments. He noted in recent years that cities have seen premium increases of 20% to 40% so the 9% increase this year shows the market is improving. Councilperson Bruning asked the difference between fine arts and outdoor property. Mr. McGuire replied that items scheduled for fine arts are items of special nature or value, such as island statuary and the Verona Columns. Mr. Carroll noted that the fine arts schedule includes 40 items in the City and a third-party appraiser valued these times last year at approximately $2,000,000. Mr. McGuire noted the third- party appraiser establishes a coverage amount so there is coverage to replace an item if necessary. He added that outdoor property includes coverage for playground equipment and benches. Councilperson Bruning and Councilperson Weed noted ongoing litigation and asked if this impacted the Traveler’s renewal. Mr. McGuire replied that litigation factors into a renewal, but there were also exposures related to building value increases, inflation, and cyber liabilities. Mayor Dickey noted that the secondary property listed for coverage is the building that the City warehouses property including art pieces. He added that every few years the City goes out to market for competitive rate comparisons. Councilperson Nelson moved to approve Resolution No. 2024-C for property, liability, and workers compensation insurance renewals. Councilperson Thorne seconded. Approved 5-0. . B. Resolution No. 2024-D: Contract with Water Resources Solutions to Update Design Solutions for Failed Creek Wall on Ensley Lane (north of 63rd Street) Ms. Lee noted that the contractor for the property owners at 6225 Ensley Lane contacted the City regarding the failing wall just north of 63rd Street on Ensley Lane and referred to the photos in the packet. She added that the creek wall along Ensley Lane from 63rd Street to Mission Drive wanders in and out of the City’s right of way and upon review the failure is occurring on City property. Ms. Lee noted that this section of wall was replaced in 2002 and tuck pointed in 2017. She added in 2002 that Don Baker of Water Resources Solutions (WRS) designed a long-term solution for the creek walls on Ensley Lane, but there was not synergy between the City and residents who own portions of the creek wall, so the City addressed the most pressing matters within the right of way. Ms. Lee noted the proposed contract would revisit the design solutions from 2002, evaluate the current conditions of the creek, and provide any recommendations for solution amendments. She added that establishing the existing conditions and wall ownership with a very detailed survey would be the first step. Mrs. O’Shaughnessy asked if the 2002 design could be viewed. Ms. Lee replied yes, the design could be made available. Mrs. O’Shaughnessy asked if the City’s right of way includes both sides of the creek walls. Ms. Lee noted that generally the City’s ownership meanders on the side adjacent to the street and a survey would clarify the City’s and property owner’s responsibilities. Councilperson Davidson asked how many properties are adjacent to the creek wall. Ms. Lee replied that there are five properties between 63rd Street and Mission Drive. She added at this time the stream is stable at Mission Drive, so there are most likely three or four impacted properties. Mayor Dickey noted that more than 90% of the creeks in the City are privately owned by residents or the clubs. He added a 6 challenge can be that when the City was developed the property lines along the creek jumped from side to side. Councilperson Weed asked if the creek bed is natural or paved. Ms. Lee replied that it is a natural creek bed. She noted that in 2002 large rocks were added to the bottom of the creek bed to help dissipate some of the water’s energy. She added the steepness of the creek between 63rd Street and Mission Drive causes the energy to collect and erode the earth beneath the creek walls. Councilperson Weed noted the Council has previously discussed in relation to Brush Creek the preference for more natural creek wall materials and consideration for stabilization solutions such as plantings with deep root systems. He asked if there are solutions that could avoid this wall needing replacement in twenty years. Ms. Lee noted that the WRS proposal includes modeling the creek to identify the best solutions with pros and cons. She added that due to the proximity of the creek to the roadway of Ensley Lane a solution will most likely include a wall to protect the infrastructure. Ms. Lee noted, when possible, the Council typically seeks a solution that is as natural as possible. Mayor Dickey noted there is an immediate need to address this wall because it is failing and very close to the roadway. Councilperson Bruning noted the proximity of Eisenhower Pond to this section of creek and asked if this is a design consideration. Ms. Lee noted the creek along Ensley Lane is a channel for water that overtops the Eisenhower Pond. Councilperson Bruning asked at what point the property owners along the creek should be engaged. Ms. Lee replied once the engineer completes the analysis of the current hydrology, the property owners will be engaged at the concepts stage. She noted whether or not the City has partners on this project will impact the plan designs. Mayor Dickey noted that the property owners of 6225 Ensley Lane are in attendance, which demonstrates an interest in working with the City and several property owners have changed since 2002. Mayor Dickey added that oftentimes when residents are not interested in partnering with the City it is because there does not appear to be an imminent need, but in this case the earth is visibly falling away behind the wall and the wall is going to fail. Councilperson Davidson asked the O’Shaughnessyes when they became aware of the failing wall. Ms. O'Shaughnessy replied they noticed it on a walk early last week and contacted their contractor who reported this issue to the City. Ms. Lee noted that the City will engage the other adjacent residents. Ms. O’Shaughnessy noted two houses to the north of them recently reinforced their side of the creek wall. Ms. Lee noted this resident contacted the City with a request to partner in repairing the creek walls, but the survey on file showed the resident owns the wall on both sides of the creek. Councilperson Thorne asked if the goal is for both sides of the creek to match in appearance. Ms. Lee replied that the current walls are not homogenous, and the goal would be to find the solution that addresses the problem, while avoiding future expenses. Mayor Dickey noted that a design in-keeping with the aesthetics would be preferable. Councilperson Thorne noted the creek along Ensley Lane is beautiful. Councilperson Weed asked if the footbridges that cross the creek would be part of this project scope. Ms. Lee replied these footbridges are most likely privately owned and any footings in the right of way will be considered during the design process. Councilperson Nelson moved to approve Resolution No. 2024-D for a contract with Water Resources Solutions to update the design solutions for the failed creek wall on Ensley Lane north of 63rd Street. 7 Councilperson Thorne seconded. Approved 5-0. Mayor Dickey noted that City staff will appropriately coordinate with the property owners adjacent to this creek wall. FINANCIAL REPORT A. January Financial Report Mr. Carroll referred to the January financial report and noted the revenues include the Kansas City, MO portion of the State Line Road resurfacing project. He added the property at 3002 W. 66th Terrace recently sold, and the City collected the special assessments related to the structure’s demolition. He noted the second installment of the grant for the playground equipment was also received. Mr. Carroll noted in expenditures that there were several storms that required snow and ice removal. Councilperson Bruning asked the value of special assessments related to the demolition of the structure at 3002 W. 66th Terrace. Mr. Carroll replied approximately $80,000. Ms. Lee noted this assessment included structure demolition, sodding the property, and outstanding nuisance abatement costs. Councilperson Davidson asked for details on the snow removal expenditure. Mr. Carroll replied that snow and ice removal expenditure is the total cost for plowing snow, salting, and pre-treating the roads for the approximately seven snow events that occurred in January. Councilperson Weed noted that compared to the previous year the January revenues are up 15.8% and asked if this is a result of capturing increased tax collections. Mr. Carroll noted that property taxes are distributed to the City twice a year and the City received a payment in January. He added a significant portion of the revenues included the contribution from Kansas City, MO for work completed in 2023. Councilperson Weed asked if the trend line for revenues continues to be up. Mr. Carroll replied yes and noted that the Johnson County Appraiser’s Office would be meeting with cities soon to discuss this year’s data. He added that there is not any indication that sales tax receipts will slow down. Ms. Lee noted that the State of Kansas provides the budget number for Local Alcohol Liquor tax and Motor Vehicle tax revenues. Mr. Carroll added that sales tax revenues were more aggressively budgeted than in previous years and the revenues continued to outpace projections. Councilperson Weed noted the upcoming financial planning meeting in May with potential mill levy discussions and noted the importance of data collection related to sales tax revenues for decision making. Mr. Jones noted sales tax revenues and inflation have both been increasing together over the past two years. He added that if the environment slows down, then sales tax revenues could also decrease. He noted you cannot always project beyond twelve months in the future for sales tax revenues. B. 2023 Year-End Report and Recommended Encumbrances Ms. Lee referred to the 2023 year-end report and recommended encumbrances. No additional comments were made. OLD BUSINESS A. Repeat Nuisance Properties 8 Mr. Carroll noted that 6510 Indian Lane is currently vacant and being reviewed for nuisance issues. Mayor Dickey noted each month the agenda includes repeat nuisance properties in Old Business. He added this practice helps the City proactively address nuisance issues, which have proven to be challenging and time-consuming to manage in the past. NEW BUSINESS C. Community Engagement Committee - Proposed 2024 Calendar of Events Councilperson Thorne referred to Community Engagement Committee’s (CEC) proposed 2024 calendar of event and noted the date for events are similar to the dates from the previous years. She added the intent is for residents to start anticipating the timing of these events, for example the Keim Annual Street Fair is always the first Saturday in June. She added the CEC took into consideration feedback from the resident survey and a pop-up at the Verona Columns with a string trio or similar music is being planned with an older cohort of residents in mind. She noted another pop-up event is being planned at the Sunken Gardens. She added an infrastructure goal at Sunken Gardens is to have electricity at the adjacent island to reduce the noise from food truck generators. Councilperson Bruning noted that electrifying islands had previously been discussed and encouraged electrifying the island adjacent to Sunken Gardens. Ms. Lee noted that an electrician has been engaged to electrify this island. Mayor Dickey noted the proposed dates for the pop-ups and asked if the more kid oriented event would be June 20. Councilperson Thorne replied yes and noted the CEC would meet the following week to discuss the Street Fair plans and the City’s 75th anniversary recognition. Councilperson Bruning noted that the City of Leawood just celebrated their 75th anniversary and might have resources for the City to consider. Ms. Lee noted that she had been in contact with staff who shared information from their recognition. Councilperson Nelson asked if the Street Fair and 75th anniversary would be combined or separate events. Ms. Lee replied that at this point the plan is incorporating the 75th anniversary into the Street Fair with special and unique activities. D. Assistant to the City Administrator – Position Description & Salary Range Ms. Lee noted that rather than immediately fill the Assistant City Administrator position, which Mr. Carroll is vacating, she is proposing promoting Ms. Woolbright to the Assistant to the City Administrator position. She added Ms. Woolbright currently serves as the City Clerk / Assistant to the City Administrator and the City would hire a City Clerk to fill that position. She added that Ms. Woolbright is ready to advance to different opportunities and challenges. Ms. Lee noted that Ms. Woolbright’s husband is exploring advanced education opportunities that may or may not be in the Kansas City area, so this proposal takes that into consideration. She added that once the City Clerk role is filled, Ms. Woolbright would transition fully to the Assistant to the City Administrator for six months. Upon an evaluation of her performance, Ms. Woolbright would be considered for promotion to the Assistant City Administrator role. Ms. Lee noted that the position description on file for the Assistant to the City Administrator position was from 2000, so she and Ms. Woolbright updated it, and the salary range is based on ranges from other cities in the metro area. 9 Councilperson Weed noted Ms. Woolbright is in attendance and asked for her thoughts on the proposal. Ms. Woolbright stated that she is interested and excited about this opportunity to grow professionally and learn more about developing the City’s budget and administration. Councilperson Weed noted that it is a great opportunity to promote from within the organization and he hopes Mr. Carroll will have an opportunity to share his perspectives on his job duties. He added the City has a unique opportunity to reevaluate job responsibilities and potentially realign duties with the best person for the job. Councilperson Weed added that he hopes there are collaborative discussions on developing an organization structure that is beneficial to the staff, Council, and residents. Mayor Dickey noted that when he first received this proposal, he had to give it consideration because it is somewhat unusual. He added that this proposal allows for structural variability and allows a talented staff member to figure out their next steps, which can be a win for all parties. Councilperson Weed noted that as duties are assigned to positions that it important for the jobs to maintain the tasks that make them interesting. Ms. Lee noted that she, Ms. Woolbright, and Mr. Carroll have had these discussions, as well as reevaluating the City Clerk position. Ms. Lee added that she and Ms. Woolbright have discussed the responsibility of the interim role of Assistant to the City Administrator and how to balance the workload. She added that the position description is broadly written to allow growth and flexibility. Councilperson Nelson noted the importance of an exit interview with Mr. Carroll and noted the importance of promoting from within the organization. She asked for a board timeline for hiring a new City Clerk and Ms. Woolbright’s transition to Assistant to the City Administrator. Ms. Lee replied the goal is for a new staffer to join the City in the City Clerk role by April 1 with an expectation of 30-60 days of training. She added by June 1 Ms. Woolbright would be able to fully transfer to the Assistant to the City Administrator role and continue to be a resource for the new City Clerk. She noted assuming Ms. Woolbright continues with the City and at the end of the year she has been successful in the Assistant to the City Administrator role, there would be an opportunity to promote her to the Assistant City Administrator role. Ms. Lee added that very specific tasks from Mr. Carroll’s duties have been identified for the Assistant to the City Administrator role and given that Ms. Woolbright will be training the new City Clerk, the plan is to increase Ms. Woolbright’s responsibility over time and to create an environment where she can succeed. Councilperson Davidson noted that Ms. Lee is a good example of a staffer who was promoted from within the organization and understands the nuances of this type of transition. Councilperson Bruning asked for a revised organizational chart and general timeline to be sent to the Council. Ms. Lee noted that the goal is for there to be an Assistant City Administrator by the end of the year. Councilperson Weed asked for clarification on the changes to the organizational structure. Ms. Lee noted while Ms. Woolbright serves as the Assistant to the City Administrator and trains the new City Clerk, it would be challenging to manage other employees, so the Maintenance and Arborist positions would report to Ms. Lee. She added she would also staff the Park Board, but that duty would transition back to the Assistant City Administrator role once filled. Councilperson Weed asked for clarification on intersection of the April 1 start date for a new City Clerk and Ms. Woolbright’s decision on how to continue with the City in May. Ms. Lee noted her preference is to hire a City Clerk because it is a certainty. She added that Ms. 10 Woolbright is ready for new challenges and if the position is approved, she would serve as the Assistant to the City Administrator. She added the uncertainty is the longevity of Ms. Woolbright in that role and she is willing to tolerate this uncertainty while Ms. Woolbright determines the best course for her family. She added that if Ms. Woolbright had to step down for any reason, then an Assistant City Administrator would be hired. She noted there is also the possibility of Ms. Woolbright serving part-time in the Assistant to the City Administrator role and working on special projects. Councilperson Weed noted support for Ms. Woolbright in her decision-making process and expressed the importance of appropriately managing and delegating job responsibilities. Mayor Dickey noted Ms. Lee’s proposal allows for a talented employee to take on new challenges, while also having time to determine their personal path. He added that Ms. Woolbright will train a new City Clerk, while not having direct reports, which is advantageous and if Ms. Woolbright leaves the City will have filled the City Clerk role and will hire an Assistant City Administrator. He noted that structurally the proposal is unusual, but it provides an approximately 90-day window for everyone to make an informed decision about the future. Councilperson Nelson moved to approve the position description and salary range for the Assistant to the City Administrator role. Councilperson Thorne seconded. Approved 5-0. Mayor Dickey noted that Ms. Lee would send a follow up email to the Council with an organizational chart and associated timeline for the Assistant to the City Administrator position. REPORTS OF CITY STAFF A. City Clerk Ms. Woolbright referred to the Council calendar of events and noted the Community Engagement Committee events would be added once the calendar is finalized. Mayor Dickey noted that the time for the March Council meeting was incorrect. Ms. Woolbright noted she would email the Council a revised calendar with corrections. B. City Administrator Ms. Lee noted that her report included additional details on staff changes and the 2023 audit of City financials. She added that Johnson County was selected by FEMA to participate in an emergency preparedness course and simulation, and she was selected to attend, so she will be joining the May Council meeting remotely. C. Assistant City Administrator Mr. Carroll noted that his report included the 2023 SeeClickFix statistics for review. Mayor Dickey noted that this would be Mr. Carroll’s last Council meeting before taking on a new role with the City of Mission. Mr. Carroll stated that leaving Mission Hills and starting the next chapter is bittersweet. He noted he was engaged in developing the transition proposal for his job duties and thinks the plan provides a win for the City. Mr. Carroll noted that he will miss the City and will be working close by at the City of Mission. Councilperson Nelson congratulated 11 Mr. Carroll on a job well done and noted that he will be missed. Councilperson Thorne thanked Mr. Carroll for his service to the City. D. City Planner Mayor Dickey noted that Mission Hills Country Club has a large creek stabilization project, which has been issued the proper permits. Ms. Lee noted the Mission Hills Country Club was issued a building permit after receiving approval from the Architectural Review Board for the wall. She added they were issued a Floodplain Development permit from the City, as well as State and Army Corps of Engineers permit. Ms. Woolbright noted that due to the scope of the project and associated permits, the contractor holds a meeting every other Monday, which the City staff attend to discuss the project and timeline. Mayor Dickey noted that residents have asked him questions regarding the permitting of this project. Ms. Clifton noted that both Mission Hills Country Club and Kansas City Country Club are engaging in refurbishing and replacing existing sports courts and bubbles. Councilperson Bruning noted he has a sense that pickleball court regulations are changing locally and nationally. Ms. Lee replied that Leawood recently passed new pickleball regulations and Mayor Dickey sent the topic to the City’s Planning Commission for discussion. Ms. Clifton added that the Planning Commission briefly discussed pickleball regulations in the fall following Leawood’s changes and resident letter, and pickleball regulation is an agenda item at the March meeting. Mayor Dickey added a resident sent him a letter asking how they could build a sport court for the purpose of pickleball at their property, which prompted further consideration at the Planning Commission level. He added that in relation to development in the City, whether residential or the clubs, there is always an opportunity for improvement and learning from others. He noted at this point, there are not many residential tennis courts remaining in the City but there are courts although not proximal to other residents that are used for pickleball. He added the Planning Commission can consider how a sport court for pickleball appears to neighbor residents. Councilperson Davidson added sounds is another consideration. MAYOR’S COMMENTS A. Liaison Reports Councilperson Bruning noted the Park Board will resume meetings in March. Councilperson Nelson reported that the Board of Zoning Appeals (BZA) had a lengthy meeting due to the number of cases and challenging requests. She added the BZA diligently managed a case where the resident submitted more than 150 pages of documentation for their argument. Councilperson Thorne noted the Architectural Review Board will meet next week. Councilperson Weed reported that the Planning Commission would meet this week and discuss potential revisions to the solar panel regulations. 12 Mayor Dickey noted that the national election season is approaching and the next Newsletter will include a reminder on the City’s sign regulations. He noted the 65th Street undergrounding project is scheduled for this year and there could be a desire to consider additional opportunities for undergrounding later this year. Mayor Dickey noted that he received a letter from a resident who is incredibly frustrated with Evergy’s service reliability. He noted there have been previous performance issues with Evegy, which resulted in a cohort of residents working together to demonstrate the need for infrastructure upgrades. He noted that in some cases service reliability is a function of the three primary lines that connect the City to the electrical network, and even if the entire City was undergrounded this might not address these larger connection issues. Mayor Dickey noted from the Joint Homes Association meeting there is high interest in additional connections to existing sidewalks. He added the connecting sidewalks on State Line Road have been very well received. Mayor Dickey noted over the next several months a topic for consideration is short term rental regulations and whether the existing regulations are suited for the World Cup. Ms. Krstulic noted the current regulations prohibit short-term rentals for less than 30 days. Mayor Dickey noted that the Carraige Club has expressed interest in installing an illuminated crosswalk device at the crossing from their parking lot in Mission Hills to their main clubhouse. He supported their request and opined that this is a dangerous crossing, so City staff are exploring possible solutions with Kansas City, MO. Mayor Dickey thanked Mr. Carroll for his service to the City and noted Mr. Carroll has been a great employee. He added that the City is happy for him personally and wishes him all the best in his next chapter with the City of Mission. Councilperson Bruning moved to enter an executive session, stating “I move that the City Council recess into executive session to obtain legal advice regarding pending matters with the City, pursuant to the attorney-client consultation exception in K.S.A. 75-4319(b)(2). The executive session will include the City Attorney, City Administrator, Assistant City Administrator, and City Clerk. The open meeting will resume in the Council chamber at 7:21 p.m.” Councilperson Nelson seconded. Approved 5-0. The Council reconvened in open session at 7:21 p.m. Councilperson Bruning stated that no binding action was taken during the executive session. ADJOURNMENT The meeting was adjourned at 7:21 p.m. /s/ Meghan Woolbright 13