Board of Aldermen Meeting

BOARD OF ALDERMAN REGULAR AGENDA Monday, January 29, 2024 7:00 p.m. Community Building 601 W Main Street Odessa, MO 64076 Please click the link below to join the webinar: Zoom Meeting Passcode: 178394 In addition, the meeting will be viewable on the City of Odessa, Missouri Government Facebook page. @odessamissouri CALL TO ORDER Mayor Stephen Wright PLEDGE OF ALLEGIANCE Mayor Stephen Wright ROLL CALL City Clerk Karen Findora WELCOME TO VISITORS Mayor Stephen Wright CONSENT AGENDA Approval of Minutes All matters under the Consent Agenda, are ● January 8, 2024 – Regular Session Considered to be routine by the Aldermen and will be enacted by one motion with no separate discussion. If separate discussion is  Earthworks Excavation Pay Application for desired, that item may be removed from the sewer project. Consent Agenda and placed on the Regular Agenda by request of a member of the Aldermen. MAYOR’S REPORT ALDERMEN REPORTS PUBLIC HEARING PUBLIC COMMENTS OLD BUSINESS NEW BUSINESS Special Event Application Date: Friday, June 14 - Saturday, June 15, 2024 Odessa Chamber of Commerce 2024 Rodeo Set Up: 4:00 p.m.  Tear Down: 10:00 p.m. Begins at 8:00 p.m. both evenings. Request: Curfew to be waived June 14 & 15, 2024 for the Odessa Chamber of Commerce Rodeo. Proposed to distribute alcohol during the event. Submitted by: Kelsey Legate, Odessa Chamber of Commerce Budget and CIP Update Mallory Chiesa-Cullum, Finance Director, to present the City of 2023/2024 Odessa, Missouri 2023/2024 Budget and CIP update. Discussion James Estes, Police Facility Design Group, to present options for Odessa Justice Center the Odessa Justice Center. Next Scheduled Meeting Monday, February 5, 2024 at 5:30 p.m. Budget Work Session Monday, February 12, 2024 at 7:00 p.m. Regular Session Adjourn to Closed Session Pursuant to RSMO 610.021 (1) Legal actions, causes of action, litigation, or confidential attorney/client communication Pursuant to RSMO 610.021 (2) Real Estate Negotiations Pursuant to RSMO 610.021 (3) Personnel Adjourn Up-Coming Meetings / Events: February 5 @ 5:30 pm FY 24/25 Budget Work Session @ Community Bldg. February 12 @ 5:30 pm FY 24/25 Budget Work Session @ Community Bldg. February 12 @ 7:00 pm Board of Alderman @ Community Bldg. February 15 @ 7:00 pm Planning Commission @ Community Bldg. February 19 City Hall Closed “Presidents Day” February 20 @ 1:30 pm Municipal Court @ Community Bldg. February 26 @ 5:30 pm FY 24/25 Budget Work Session @ Community Bldg. February 26 @ 7:00 p, Board of Alderman @ Community Bldg. February 27 @ 7:00 pm Park Board @ Community Bldg. March 11 @ 7:00 pm Board of Alderman @ Community Bldg. March 19 @ 1:30 pm Municipal Court @ Community Bldg. March 21 @ 7:00 pm Planning Commission @ Community Bldg. March 25 @ 7:00 pm Board of Alderman @ Community Bldg. March 26 @ 7:00 pm Park Board @ Community Bldg. April 2, 2024 General Election For more information, please visit the City of Odessa website. ELECTED OFFICIALS Mayor Stephen Wright steve.wright@cityofodessamo.com (816) 918-6634 Ward 1 Alderwoman Mickey Starr mickey.starr@cityofodessamo.com (816) 260-8448 Ward 1 Alderwoman Karla Polson karla.polson@cityofodessamo.com (816) 739-2224 Ward 2 Alderwoman Donna Ehlert donna.ehlert@cityofodessamo.com (816) 263-9559 Ward 2 Alderman Bryan Barner bryan.barner@cityofodessamo.com (816) 985-0361 Ward 3 Alderman Bob Carey bob.carey@cityofodessamo.com (805) 320-4877 Ward 3 Alderman Shawn Cramer shawn.cramer@cityofodessamo.com (816) 522-3827 Posted January 25, 2024 City Hall & City Website Emailed to The Odessan Karen Findora, City Clerk PO Box 128 ∙ 228 S Second ∙ Odessa, MO 64076 Email | Phone: (816) 230-5577 | www.cityofodessamo.com  City of Odessa, Missouri Board of Aldermen Odessa Community Building | 601 W. Main Street Regular Meeting ~ January 8, 2024 | 7:00 p.m. Meeting Minutes MEDIA LINK CALL TO ORDER / PLEDGE OF ALLEGIANCE Mayor Stephen Wright called the meeting to order at 7:00 p.m., and led in the pledge of allegiance. ROLL CALL Karen Findora, City Clerk called the roll and confirmed a quorum. Mayor Stephen Wright Present Alderman Bob Carey Present Alderwoman Karla Polson Present Alderwoman Donna Ehlert Present Alderman Bryan Barner Present Alderwoman Mickey Starr Present Alderman Shawn Cramer Present OTHERS IN ATTENDANCE Shawna Davis, City Administrator Darrin Lamb, Streets/Water – Absent Mallory Chiesa-Cullum, Finance Director Troy Woutzke, Electric Karen Findora, City Clerk Kenny Snider, Wastewater Josh Thompson, Police Chief Lindsey Kolisch, Lauber Municipal Law Joey McLiney, McLiney and Company PUBLIC IN ATTENDANCE Hannah Spaar, Odessan Matt & Angi Dankenbring APPROVAL OF CONSENT AGENDA Approval of minutes ● December 11, 2023 – Regular Session Alderwoman Ehlert moved to approve the meeting minutes for December 11, 2023, seconded by Alderman Barner. Motion carried 6-0 MAYOR’S REPORT Mayor Wright congratulated Donna Ehlert for being nominated and awarded Volunteer of the Year from the Odessa Chamber of Commerce. ALDERMEN REPORTS  ● Alderman Barner congratulated Donna Ehlert and the Odessa Garden Club for being nominated and awarded the Beautification Award from the Odessa Chamber of Commerce. Alderman Barner went on to say that he had received numerous phone calls from residents who express that they were not in favor of the 8.5 million dollar cost of the proposed justice center. ● Alderman Carey – No Report ● Alderwoman Ehlert – No Report ● Alderwoman Polson – No Report ● Alderwoman Starr – No Report ● Alderman Cramer – No Report City Administrator, Shawna Davis announced and congratulated the Odessa Police Department for being nominated and awarded the Community Betterment Award from the Odessa Chamber of Commerce. PUBLIC HEARING None PUBLIC COMMENTS None OLD BUSINESS None NEW BUSINESS Special Event Permit “RC Rainforest Challege USA Radio-Contorlled Cars” Matt Dankenbring, Kansas City Scale Motorsports, Applicant is requesting to hold the 10th scale radio-controlled Rock Crawling Competition at the Odessa Reservoir on Saturday, March 2, 2024 from 8:00 am – 4:00 pm. Mr. Dankenbring stated that he would like to apply for the permit to be more official for the radio controlled events he plans to host. He asked where the new trail would be at the reservoir. Alderwoman Ehlert stated that a new trial will be constructed around the older part of the smaller lake, situated on the east side of the main property. Mr. Dankenbring informed the Board that there may be 10-40 people out at the lake during the event. At previous events the people who participated would pick up garbage that reservoir. Alderman Cramer reminded Mr. Dankenbring that the permit currently presented is only for a one-day event and that he will need to come back for future date approvals. Motion was made by Alderman Cramer, to approve the 10th scale radio-controlled Rock Crawling Competition at the Odessa Reservoir on Saturday, March 2, 2024 from 8:00 am – 4:00 pm. Motion seconded by Alderwoman Starr, and carried with the following vote. Motion carried 6-0. Bill No. 2023-24 Introduction and 1st Reading – Prop 1 or Prop 2 or Prop 3 Proposition 1: Authorizing the City of Odessa, Missouri to call an election to impose a local citywide sales tax at the rate of One-Half of One Percent (0.5%) for the purposes of improving the public safety of the City of Odessa, Missouri, pursuant to the authority granted by 94.900, RSMo. and providing for submission of the proposal to the qualified voters of the City for approval at than election to be held on the 2nd day of April, 2024. Proposition 2: Authorizing the City of Odessa, Missouri to call an election to impose a local citywide sales tax at the rate of One-Half of One Percent (0.5%) for the purposes of improving the public safety of the City of Odessa, Missouri, for a period of forty-two (42) years from the date the sales tax is first collected, pursuant to the authority granted by 94.900, RSMo. and providing for submission of the proposal to the qualified voters of the City for approval at than election to be held on the 2nd day of April, 2024. Proposition 3: Authorizing the City of Odessa, Missouri to call an election to impose a local citywide sales tax at the rate of One-Half of One Percent (0.5%) for the purposes of improving the public safety of the City of Odessa, Missouri, until such time as any obligations issued to finance the acquisition, construction, renovation and equipping of a justice center for such purposes have been paid in full, pursuant to the authority granted by 94.900, RSMo. and providing for submission of the proposal to the qualified voters of the City for approval at the election to be held on the 2nd day of April, 2024. Shawna Davis, the City Administrator, presented three different ballot language options to the board. Before any motions were made, she requested the board to collectively come to a consensus. Once that was done, the Mayor would move forward with whichever language the board preferred for the vote. Ms. Davis then went over each ballot question. Ms. Davis mentioned that the staff has held open houses to keep the residents of Odessa informed about the project. They have received feedback from the residents who believe that the cost of 8.5 million is too high. Staff understands this and has asked the engineers to explore other options to reduce the cost of the building. They are currently looking at reducing the size, removing some square footage, and using different building materials. The current building design is strictly conceptual and is based on a study conducted by the design company. The design company based its designs on the current and future operations of the City of Odessa Police Department. Alderman Cramer expressed his support for the police department but also shared his concern about the lack of input and feedback received on the process. He stated that he doesn't want to rush it and that putting it on the ballot for April without a finalized plan is not advisable. Cramer emphasized that he was elected to represent the people of Odessa, and that's what he's trying to do. Alderwoman Ehlert said that everyone in Odessa agrees that the city is in need of a new police facility. She explained that the police department's funding comes from the general fund and proposed a solution to pass a $0.5 sales tax that would be allocated to its own fund. The additional funds generated by the sales tax, over and above the budgeted amount in the general fund, could be used for purchasing new equipment, vehicles, hiring new employees, and more. It is not just the police department that needs resources, but other facets of the city as well. Therefore, setting up the safety sales tax fund for a half- cent sales tax is a great idea since it would support the city's general fund. The State of Missouri and State Representative Terry Thompson also recognized the need for this tax. However, Alderwoman Ehlert would prefer the cost to be lower. Joey McLiney, McLiney and Company, stated that he was planning on a 2% growth of the sales tax, which is a conservative approach. He took the current sales tax roughly $320,000, he grew that over the 40 years, as it grows it will mature more principal. Mr. McLiney went to USDA on several occasions and finally was able to communicate with someone after the board had already met. They informed Joey that their computers couldn’t handle growth. So if the city starts at $320,000, the city will be stuck at $320,000 for 40 years in terms of payment. Mr. McLiney stated that we can do that but we can’t go the full amount, 8.5 million, and drop it down least 2 million. He stated that the size of the project the board will have to vote on, and have the message to the residents that this is what the city plans on building, this is the date we are doing it, this is why we are doing it, and this is how much it will cost. Ms. Davis said that Odessa needs a revenue source to pay for the future police department. 8.5 million is not locked in. Mr. McLiney stated that growth has stayed steady at 3%, and with the future growth that will take place that will only grow. Alderman Cramer voiced his concern that the board did not have a clear idea of the final cost of the building. As a result, he did not think it would be appropriate to put the question of funding the project on the ballot in April without a concrete plan and cost estimate. He suggested that the vote should be postponed until August. Alderman Barner agreed with him. Shawna Davis, City Administrator, asked the Board whether they would like James Estes from the Police Facility Design Group to present their optional site plans at the next meeting. Mayor Wright stated that the city needs to have a budget amount in mind that they are willing to pay for the optional site plans. They need to decide on the total amount that they want to spend on a new building since every time they ask for engineers to redesign, it costs the city money. Alderwoman Ehlert mentioned that there might be grant money available to help pay for a new building. In response to this, Chief Thompson applied for a unique grant that is offered statewide. However, he also mentioned that the grant process is highly competitive. Alderwoman Ehlert expressed her gratitude to Chief Thompson for always being on the lookout for ways to save the city money. Next Regular Scheduled Meeting: Monday, January 22, 2024, at 7:00 p.m. Adjourn There being no further business to come before the Board of Alderman, a motion was made by Alderman Barner, seconded by Alderman Cramer, to adjourn the meeting at 7:47 p.m. Motion carried 6-0. Approved: CITY OF ODESSA _______________________ ________________________________ Stephen L. Wright, Mayor ATTEST _____________________ Karen Findora, City Clerk  Special Event Permit Application 228 S 2nd St. Odessa, MO 64076 (816) 230-5577 ~ Fax (816) 633-4985 www.cityofodessamo.com karen.findora@cityofodessamo.com Application must be completed in full and turned into City Hall no less than 4- weeks prior to date of event. Odessa Chamber of Commerce Rodeo Name of Event: Rodeo Type of Event: June 14 & 15, 2024 4 p.m. 10 p.m. Date of Event: Set up time: Tear down time: Dyer Park Location of Event: n/a Street Closure: Time of Street Closure: From: n/a n/a ______ To: _____________________________ Have all addresses affected by the street closure been contacted: Yes ___ No___ Police Dept. Assistance: Yes___ No___ Electric Dept. Assistance: Yes___ No___ Will you have alcohol: Yes___ No___ (State of Missouri Liquor regulations must be met before the event) Kelsey Legate 816-739-7892 Applicant’s Name: Phone: Email: info@kelseylegate.com ________ 128 S 2nd St Odessa MO 64076 Address: City State Zip Code Odessa Chamber of Commerce 816-633-4044 Organization’s Name: Phone: PO Box 616 Odessa MO 64076 Address: City State Zip Code Kelsey Legate 816-739-7892 Event’s On-Site Coordinator: Phone: Please give a very detailed description of the event(s) taking place: Curfew to be waived June 14 & 15, 2024 for the Odessa Chamber of Commerce Rodeo. Proposal to distribute alcohol during the event. *Any events that will include the sale of liquor will be required additional licensing in accordance with the City of Odessa and the State of Missouri Liquor regulations. All liquor license must be submitted to the City before the event. Permit Received By: Karen Findora Date: 01/17/2024 City Clerk Approved / Date:_____ Denied / Date:__________ __________________________ Stephen L. Wright, Mayor 01.25.2023 2023-2024 Current Fiscal Year Update GENERAL FUND Operating Budget Increased PD revenue and expenses from (2) new SRO Agreements - (reimbursed by the School District) Increased expenses due to City Hall addition (reimbursable) Sales Tax/Motor Fuel/Vehicle Sales revenues are on track for budgeted amounts Projection On Budget - projected to have to use some reserves - not all that was budgeted ELECTRIC FUND Operating Budget Position Vacancy (2) Insurance claim for July 2022 - submitted $94,976.00 Capital Improvements 2024 Ram Service Truck - Complete SCADA System Replacement - Complete Transformer Cage Redesign (2 Cages - 1 Completed) Projection On Budget - Budgeted to use $95,00.00 in Reserves WATER FUND Operating Budget Unplanned purchase of (2) furnaces at the Water Treatment Plant Capital Improvements Control System Screen and Pressure Programming - In progress and coming in under budget Repaint and Repair Silo - delayed Engineering for Emergency Water Source - Delayed but still a work in progress Projection On Budget - Budgeted $254,000.00 in reserves - likely will not have to use all of this. WASTEWATER FUND Operating Budget Unplanned pump replacement at Centennial Hills Lift Station Capital Improvements City/MoDot Gravity Extension Project - In Progress Pump Station Control Panels (Johnson Dr and Centennial Hills) - Complete Projection On Budget PARKS FUND Operating Budget Pool needs extra maintenance - expenses will be split between this year and next FY24-25 Capital Improvements Annual Mower Replacement - Complete Fountain Replacement - Complete Ballfield Light Repair - Complete Projection Over Budget - Transfer from Reserves and General fund Park Development Fee Fund Revenue $13,329.00 added to reserves CAPITAL IMPROVEMENT FUND Capital Improvements Paint Striper - Complete Storm water on Russell and Chestnut Construction - Complete Police Vehicle Replacement - Complete with Grant Funding Police Body Armor Replacement - Complete Document Management Software - In the works Police Design Engineering - Complete Projection Need reimbursement for new City Hall expenses On Budget TRANSPORTATION SALES TAX FUND Operating Budget Budget revenues/expenses for Tap Project - Pushed to FY24/25 Capital Improvements Engineering fees for Sidewalk project - $36,375.95 Street Plan is complete - Under budget and were able to complete extra Projection Budgeted to use reserves and transfers for the Tap Project - Pushed to FY 24/25 2024-2025 BUDGET CALENDAR February 5th February 12th February 26th March 11th March 25th Special Budget Special Budget Special Budget Board of Alderman Board of Alderman Work Session #1 Work Session #2 Work Session #3 Meeting @ 7:00 PM Meeting @ 7:00 PM @ 5:30 PM @ 5:30 PM @ 5:30 PM Revenue Assumptions Proposed Personnel Proposed CIP/Capital Presentation of Staff Adoption of the Final Fee Schedule Review Services Asset Replacement Proposed Budget Budget for FY 24/25 Program Final Discussion Consideration of Fee Proposed Sewer Rate Hearing Schedule Transportation Consideration of 5- Program year Capital Improvement Plan Consideration of Salary Compensation Schedule