Board of Aldermen Regular Session

BOARD OF ALDERMAN REGULAR AGENDA Monday, April 25, 2022 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 ● April 11, 2022 – Regular Session Considered to be routine by the Alderman and will be enacted by one motion with no separate discussion. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by request of a member of the Aldermen. MAYOR’S REPORT ALDERMEN REPORTS PUBLIC COMMENTS Victoria Barker 1710 W Main Street, Odessa, MO Gravel road in front of Bright Beginnings Academy School Age Center Janet Smith 209 W Mason, Odessa, MO City Ordinances: Utility Fees City Water lines passing through 209 W Mason basement OLD BUSINESS NEW BUSINESS Special Event Application Date: Saturday, May 7, 2022 from 7:00 a.m. – 5:00 p.m. Puddle Jumper Days Committee Request: Utilize the concrete pad at Railroad Park, 101 N 2nd Citywide Garage Sale Street during the Citywide Garage Sale event. Submitted by: Laura Sanders Resolution Bill No. 2022-15 Proposed Resolution approving and adopting changes to the City Community Building Rental of Odessa Fee Schedule regarding the Community Building Rentals. Shawna Davis, Finance Director Appointments Planning Commission (4 Year Term) Boards & Commissions Marty McDermed, Re-Appoint 2025 Ruth Beamer, Re-Appoint 2025 Board of Adjustment (5 Year Term) Stan Jones, New Appointment Board of Appeals (2 Year Term) Ernie Cockrum, Re-Appointment to 2024 Brandon Murry, Re-Appointment to 2023 Rick Barker, Re-Appointment to 2023 Dennis Summers, Re-Appointment 2024 Parks Board (3 Year Term) Janna Bradley, Re-Appoint to 2025 Mike Duncan, Re-Appoint to 2025 Tracy Peter, New Appointment to complete Thad Madsen’s term of 2023 Economic Development Council (5 Year Term) Bruce Whitsitt, Re-Appoint 2025 Robert Brinkley, Re-Appoint 2026 Shelli Jernigan, Re-Appoint 2025 Larry Shutt, Re-Appoint 2027 Next Scheduled Meeting Regular Session Monday, May 9, 2022 at 7:00 p.m. 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 Upcoming Municipal Schedule: April 26, 2022 – Parks Board – 7:00 p.m. @ Community Bldg. May 09, 2022 – Board of Alderman Regular Session - 7:00 p.m. @ Community Bldg. May 17, 2022 – Municipal Court – 1:30 p.m. @ Community Bldg. May 19, 2022 – Planning & Zoning Commission – 7:00 p.m. @ Community Bldg. May 23, 2022 – Board of Alderman Regular Session – 7:00 p.m. @ Community Bldg. May 24, 2022 – Parks Board – 7:00 p.m. @ Community Bldg. Upcoming Community Schedule: April 30, 2022 – National Prescription Drug Take Back – 10:00 a.m. to 2:00 p.m. @ Odessa Police Dept. Every Thursday, Farmers Market – 4:00 p.m. May 7, 2022 – City Wide Garage Sale – 8:00 a.m. - The Odessan June 4, 2022 – Eat in the Street – 5:00 p.m. to 9:00 p.m. @ Downtown Odessa June 11, 2022 – 3rd Annual Wine Walk – 5:00 p.m. @ Downtown Odessa June 17-18, 2022 – 5:00 p.m. to 10:00 p.m.- 33rd Annual Odessa Rodeo – Dyer Park ELECTED OFFICIALS Mayor Stephen Wright steve.wright@cityofodessamo.com (816) 918-6634 Ward 1 Alderwoman Mickey Starr mickey.starr@cityofodessa.com (816) 260-8448 Ward 1 Alderman Steve Lockhart steve.lockhart@cityofodessamo.com (816) 263-3939 Ward 2 Alderman Donna Ehlert donna.ehlert@cityofodessamo.com (816) 564-9709 Ward 2 Alderman Bryan Barner bryan.barner@cityofodessamo.com (816) 985-0361 Ward 3 Alderman Mike Stevens mike.stevens@cityofodessamo.com (816) 674-6222 Ward 3 Alderman Shawn Cramer shawn.cramer@cityofodessamo.com (816) 522-3827 Posted April 22, 2022 City Hall & City Website Emailed to The Odessan Karen Findora, City Clerk PO Box 128 ∙ 125 S Second ∙ Odessa, MO 64076 Email | Phone: (816) 230-5577 | Fax: (816) 633-4985 | www.cityofodessa.com  City of Odessa, Missouri Board of Aldermen Odessa Community Building | 601 W. Main Street Regular Meeting ~ April 11, 2022 | 7:00 p.m. Meeting Minutes 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 Steve Lockhart Present Alderman Mike Stevens Present Alderman Ron Finn Present Alderman Shawn Cramer Present Alderman Bryan Barner Present Alderwoman Mickey Starr Present OTHERS IN ATTENDANCE City Staff: Nici Wilson – Administrator, Shawna Davis - Finance Director, Karen Findora – City Clerk, Cody Smith – Police Lieutenant, Darrin Lamb – Water/Street, Troy Woutzke – Electric, Kenny Snider – Wastewater, Joe Lauber – Lauber Municipal Law (via Zoom) PUBLIC IN ATTENDANCE Hannah Spaar – Odessan, Donna Ehlert – Resident, Cliff Hilburn – Resident, Rob Waibel – Downtown Odessa, Inc., Ariann Haskin – Merchants of Downtown Odessa APPROVAL OF CONSENT AGENDA Approval of minutes ⮚ March 28, 2022 – Regular Session (distributed to each Board member for review prior to meeting) Motion was made by Alderman Lockhart, seconded by Alderman Cramer, to approve the consent agenda. Motion carried 6-0. MAYOR’S REPORT Mayor Wright stated that he appreciates the work on the 2021 Odessa Police Department Annual report. He stated that it was well put together and very informative. ALDERMEN REPORTS ⮚ Alderman Barner thanked Alderman Ron Finn for his last two years of service with the City of Odessa. He went on to thank Donna Ehlert, Odessa Faith Alliance, Rotary, and others for organizing the Ukraine event that was held at Railroad Park. It was a great success.  Alderman Barner congratulated the Odessa Concert Band for their Outstanding Rating in prepared pieces, while receiving the highest rating of exemplary in site reading. He also congratulated the Symphonic Band on receiving the highest rating in both prepared pieces and reading. Congratulations to all Odessa High School Bands! Alderman Barner also thanked the Police Dept. for their annual report. He stated, that it is absolutely clear that the Odessa Police Dept. is doing an outstanding job keeping the citizens of Odessa safe. The City is fortune to have Hawke our Police K9 in department. There was a total of $21,410.00 in Grant money was rewarded to the Police Department. ⮚ Alderman Cramer thanked the Police Department, the Ukraine Event was moving, and he went on to thank the citizens of Odessa for the election process. Alderman Cramer thanked The Odessan for the coverage on the election. ⮚ Alderman Lockhart thanked Alderman Ron Finn for his years of service, he will be deeply missed and thanked him for everything he does for the community. Alderman Lockhart thanked everyone that participated in the Ukraine event and in the American First event. ⮚ Alderwoman Starr stated that she received a call from a resident that stated that they enjoy the basketball court that was installed at Chestnut Park. They enjoy watching the kids play ball. Alderwoman Starr requested that staff put a write-up in the City Newsletter about where to store trash cans once they have been emptied. ⮚ Alderman Finn stated that it was a pleasure representing the citizens in Ward 2, and went on to thank all the City staff for the work that they do. ⮚ Alderman Stevens thanked Alderman Finn for his service, and for all of the activities he helps support within the city throughout the year. Alderman Stevens thanked the Partners for Parks for donating and installing the new Pickle Ball Court located to the east of the entrance of Dyer Park. He stated that there will also be additional shade structures put on the small ball field. PUBLIC HEARING None. PUBLIC COMMENTS Cliff Hilburn, Resident 410 E Benning Odessa, MO 64076 Mr. Hilburn stated that Sept 20, 2019 he had solar panels installed, and he also believes that something wasn’t right with the Net Metering calculations. Mr. Hilburn requested that City staff take a look at his account. Mayor Wright stated that City staff will review his account. OLD BUSINESS None NEW BUSINESS Bill No. 2022-09 (1st reading) – Accepting the results of the April 5, 2022, General Municipal Election Mayor Wright read the proposed ordinance accepting the results of the April 5, 2022, General Municipal Election as provided by the Lafayette County Clerk, first reading. Discussion: None Motion was made by Alderman Barner, to accept the results of the April 5, 2022, General Municipal Election as provided by the Lafayette County Clerk, seconded by Alderman Lockhart, to approve Bill No. 2022-09 first reading. Motion carried 6-0. Bill No. 2022-09 (2nd reading) – Accepting the results of the April 5, 2022, General Municipal Election Mayor Wright read the proposed ordinance accepting the results of the April 5, 2022, General Municipal Election as provided by the Lafayette County Clerk, second reading. Motion was made by Alderman Lockhart, to accept the results of the April 5, 2022, General Municipal Election as provided by the Lafayette County Clerk, seconded by Alderman Barner, to approve Bill No. 2022-09 second reading. There was no further discussion. Roll call vote as follows: Alderman Cramer yes Alderman Finn yes Alderman Lockhart yes Alderman Stevens yes Alderwoman Starr yes Alderman Barner yes Motion carried 6-0. Bill No. 2022-04 became Ordinance No. 3068 ADJOURN SINE DIE The meeting was recessed briefly for a presentation and for the Oath of Office of the newly elected officials, administered by Karen Findora, City Clerk. Mayor - Stephen L. Wright Ward 1 – Mickey Starr Ward 2 – Donna Ehlert Ward 3 – Shawn Cramer RECOGNIZE ALDERMAN WARD 2 RON FINN Mayor Wright presented Alderman Ron Finn with a plaque recognizing his two (2) years of dedication and service to the City of Odessa, and the citizens in Ward 2. RECONVENE ROLL CALL Karen Findora, City Clerk called the roll and confirmed a quorum. Mayor Stephen Wright Present Alderman Steve Lockhart Present Alderman Mike Stevens Present Alderwoman Donna Ehlert Present Alderman Shawn Cramer Present Alderman Bryan Barner Present Alderwoman Mickey Starr Present Election of Mayor Pro-Tem Mayor Wright asked for nominations for acting president (Mayor Pro-Tem). Alderwoman Starr nominated Alderman Mike Stevens as acting president (Mayor Pro-Tem) for FY 2022-2023. The nomination was seconded by Alderman Barner. Motion carried Motion carried 4-Aye, 1-No, 1-Abstain. Alderman Lockhart made a motion to nominate Alderman Shawn Cramer, but there was already a motion and a second on the table, and that had to be voted on first. If for some reason that motion didn’t pass, then the board could go ahead and make another motion. Finance Committee Mayor Wright requested a volunteer from Ward 2 to sit on the Finance Committee. Alderwoman Donna Ehlert volunteered. Alderman Barner agreed. Mayor Wright stated that now there will be an Alderperson from each ward on the Finance Committee. Special Event Application – Eat in the Street Rob Waibel, Downtown Odessa, Inc. stated that once a year the Downtown Odessa, Inc. put on an annual fundraiser called, “Eat in the Street” The funds from the event are used for the Downtown lights, purchase of a new sound system to be used by all organizations in the Odessa community. The request is to hold the event at the four-way stop in Downtown Odessa. Ticket prices will be $65.00 and a steak dinner will be served. There will be live entertainment by local talents, Ukuladies and Rising Sun Band. The request is to also serve alcohol at the NE corner of the four-way. The alcohol will be monitored so that it stays within the perimeter of the event/street closure. Discussion: Alderman Stevens asked how the event would be monitored. Mr. Waibel stated that there will be an announcement of the rules. There will be barriers and trash cans at each exit. There will be people from the group monitoring the event as well. Alderman Cramer asked if the Board has the authority to waive open container laws. Alderman Cramer asked the Police Dept. if they were supporting street closures for back to back Saturday events. Lieutenant Cody Smith stated they were. Alderman Cramer asked if the business owners have been contacted. Ariann Haskin, Merchants of Downtown Odessa, stated that the Merchants and the Chamber are combining forces and working together, and she stated that the merchants are aware of both events. Alderman Lockhart asked if the business hours for the merchants stayed the same. Mr. Waibel stated that would be up to the business owner. Joe Lauber, Lauber Law stated that by allowing liquor sales, the Board is not changing the Ordinance. There is an allowance under state law, called a Festival Permit. That will need to be applied for, and submitted to the City. Nici Wilson, City Administrator stated that staff would contact MoDOT to inform them of the street closure. Motion was made by Alderman Stevens, to approve the Eat in the Street Special Event Application as submitted, seconded by Alderman Ehlert. . Motion carried 5-Aye,1-No. Special Event Application – 3rd Annual Downtown Wine Walk Ariann Haskin, Downtown Odessa, Inc. is requesting that the streets be closed as well as letting shoppers be allowed to carry wine from store to store to get samples of wine. There will be no alcohol sales on the street, and the event will be monitored. Wine will be sold by the bottle in the store, but not on the streets. Alderman Stevens requested that Downtown Odessa, Inc. work closely with the Police Dept. Alderman Lockhart was not in favor of carrying alcohol on the streets. Motion was made by Alderman Stevens to approve the 3rd Annual Downtown Wine Walk Special Event Application as submitted, seconded by Alderman Cramer. . Motion carried 5-Aye, 1-No. Resolution No. 2022-14 – Comcast Business Internet Service Order Agreement Mayor Wright read the proposed resolution authorizing the Mayor to enter into a Comcast Business Internet Service Order Agreement between the City of Odessa and Xfinity Comcast Internet. Alderman Cramer asked if there were other choices. Shawna Davis, Finance Director stated that she didn’t think so, but with the upgrade it will significantly increase the speed and reduce the overall cost. Motion was made by Alderwoman Ehlert, to authorize the Mayor to enter into a Comcast Business Internet Service Order Agreement between the City of Odessa and Xfinity Comcast Internet, seconded by Alderwoman Starr, to approve Resolution No. 2022-14. Motion carried 6-0. Bill No. 2022-10 (1st reading) – Ordinance Amending Chapter 48, Article IV, Division 3, Section 637 – Net Metering Service and Rider Mayor Wright read the proposed ordinance amending Chapter 48, Article IV, Division 3, Section 637 – Net Metering Service and Rider first reading. Motion was made by Alderwoman Ehlert, to approve the amendment of Chapter 48, Article IV, Division 3. Section 637 – Net Metering Service and Rider, seconded by Alderman Cramer, to approve Bill No. 2022-10 first reading. Motion carried 5-Aye, 1-Abstain. Discussion: Alderwoman Ehlert stated that as she understands it there was a conflict in the calculations of the Net Metering, and this Bill will correct the calculations. Ms. Wilson stated that staff met with MPUA, Legal Counsel and Electrical Engineers and have cleaned the Ordinance up so the City would be in compliance with the Net Metering Status. This provides the City with the mechanisms to calculate the meters in the system. Mr. Byran Barner stated that he was commenting as a citizen and not as an Alderman. He stated that he is satisfied with how the Ordinance is amended, and he will be abstaining from voting. Bill No. 2022-10 (2nd reading) – Ordinance Amending Chapter 48, Article IV, Division 3, Section 637 – Net Metering Service and Rider Mayor Wright read the proposed ordinance amending Chapter 48, Article IV, Division 3, Section 637 – Net Metering Service and Rider second reading. Motion was made by Alderman Lockhart, to approve the amendment of Chapter 48, Article IV, Division 3. Section 637 – Net Metering Service and Rider, seconded by Alderwoman Starr, to approve Bill No. 2022-10 second reading. Motion carried 5-Aye, 1-Abstain.. There was no further discussion. Roll call vote as follows: Alderman Cramer yes Alderwoman Ehlert yes Alderman Lockhart yes Alderman Stevens yes Alderwoman Starr yes Alderman Barner Abstain Motion carried 5-Aye, 1-Abstain. Bill No. 2022-04 became Ordinance No. 3069 Adjourn There being no further business to come before the Board of Alderman, motion was made by Alderwoman Ehlert, seconded by Alderman Barner to adjourn the meeting at 7:46 p.m. Motion carried 6-0. Approved: CITY OF ODESSA _______________________ ________________________________ Stephen L. Wright, Mayor ATTEST _______________________ Karen Findora, City Clerk  P.O. Box 128  125 S. Second  Odessa, MO 64076 Phone: (816) 230-5577  Fax: (816) 633-4985  cityofodessamo.com BOARD OF ALDERMEN ACTION REPORT ISSUE: Approving and adopting changes to the City of Odessa Fee Schedule regarding Community Building Rentals. ACTION REQUESTED: Motion/Second to approve and adopt Resolution 2022-15, changes to the City of Odessa Fee Schedule regarding Community Building rentals. BACKGROUND: City of Odessa staff recommend the adoption of Resolution No. 2022-15 which, outlines the changes below to the community building fee schedule. Currently, the community building fee schedule does not specify an option for non-profits and community groups that do choose to rent the community building for an event. Staff would like to include a section in the fee schedule that specifies non-profit organizations are able to rent the community building by paying the deposit amount of ($100), and the rental cost of ($100) is waived. Staff is proposing that after a non-profit organization has utilized the discount four (4) times in a calendar year, then Board of Aldermen approval will be needed to continue the discount. In addition, the community building fee schedule does not allow for any rentals less than four (4) hours. Staff is proposing an option that would allow for non-profits to have a venue that allows them to hold their regular scheduled group/organization meetings for a minimal cost ($10). A deposit would still be required in order to cover incidentals. FINANCIAL CONSIDERATIONS: There will not be any significant financial impacts, positive or negative. ATTACHMENTS: Exhibit A: Proposed Changes Community Building Rental Administrative Policy RECOMMENDED BY: DATE: 04/25/2022 Shawna Davis, Finance Director Exhibit A: Current Fee Schedule: • Community Building Deposit $100.00 • Community Building Rental o Minimum four hours $100.00 o Per additional hour after minimum $25.00 Proposed Addition to the Fee Schedule: • 1 Hour meeting rental $10.00 o Includes 30 minutes for set up and teardown before and after meeting • Deposit Only for community groups/non-profits o Board approval needed beyond 4 times/year  RESOLUTION 2022-15 RESOLUTION OF THE CITY OF ODESSA, MISSOURI, APPROVING AND ADOPTING THE CITY OF ODESSA COMMUNITY BUILDING FEE SCHEDULE WHEREAS, the City of Odessa, Missouri (the “City”), provides a Community Building which is available for rental at a reasonable rate to the public; and WHEREAS, a discounted rental option is available to non-profit and local community groups that contribute to the betterment of the community as whole; and WHEREAS, the additions to the rental agreements are as follow, non-profit groups are able to rent the community building by paying the deposit amount of $100, and the rental cost of $100 is waived; and WHEREAS, after a non-profit organization has utilized the discount four times in a calendar year, then the Board of Aldermen approval will be needed to continue the discount; and WHEREAS, the option would allow for non-profits to have a venue that allows them to hold their regular schedule group/organization meetings for a minimal cost of $10, with a deposit of $100 required in order to cover incidentals; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF ODESSA, MISSOURI, AS FOLLOWS: SECTION 1. That the Board of Aldermen, in an effort to address the rental costs for non-profit organizations, hereby approves and adopts the attached Fee Schedule to be effective April 25, 2022. SECTION 2. All other ordinances or resolutions, orders, directives, or schedules that are inconsistent with the attached fee schedule are hereby repealed in full. APPROVED AND PASSED by the Board of Aldermen and approved by the Mayor of the City of Odessa, Missouri, this 25th day of April, 2022.  (SEAL) ______________________________ Stephen Wright, Mayor ATTEST: ____________________________________ Karen Findora, City Clerk  City of Odessa Community Building Rental Administrative Policy Revised 4.20.2022 Purpose: The City of Odessa provides a Community Building which is available for rental at a reasonable rate to the public. In return, the City of Odessa expects for the building to be returned to its original condition at the end of the event. By having a formal policy outlining the procedure for reserving and renting the Community Building, a system will be maintained to ensure the public’s trust is upheld as renters will all be treated uniformly. The following rules must be followed by all renters of the Community Building: Reservations: Persons desiring to use the City of Odessa Community Building shall make arrangements with Odessa City Hall staff during regular business hours and can rent the building for any legitimate purpose. A calendar for scheduling rentals shall be maintained by City Hall staff. 1. Reservations are accepted on a “first come, first serve” basis and can be made no more than 18 months in advance to the event. 2. Reservations will be scheduled in full hour increments (four-hour minimum rental time) and must begin on the hour or the half hour, with the exception of ‘Regular Scheduled Meeting’ reservations which can be reserved for one hour. a. Regular Scheduled Meetings are defined as non-profit/community group meetings that are booked for a one (1) hour time frame. Included in this option is an additional 30 minutes for set up and 30 minutes for tear down. 3. Reservations will be scheduled with at least one hour between events. 4. Renters shall be 18 years of age or older and must show photo ID when making a reservation. The ID must include the renter's date of birth and their physical home address. 5. All changes in payments for and/or cancellations of the rental can only be made in person, by the same person who made the original reservation. Availability: The City of Odessa Community Building is generally available for rent every day of the year during the normal hours of 6:00 a.m. through 12:00 midnight, with the exception of the New Year’s Holiday which will extend the hours of availability until 2:00 a.m. Rental Procedure: 1. At the time of making the reservation, the renter will present the proper ID and complete the City of Odessa Community Building Rental Agreement detailing the purpose of the rental, the date and time of the rental and the signature of the renter.  2. The renter will pay the rental rate and the security deposit. The security deposit shall be deposited into an escrow account specifically for rental deposits. 3. The renter has the option to declare their deposit “on hold.” The City will designate the deposit as such. The deposit will only be refunded/returned if written notice is provided by the renter. If at any time, damage or additional clean up occurs while the renter is using the building the cost will be deducted from the deposit. Rental privileges will be suspended if the deposit is not kept at the designated amount. 4. The renter shall be given a copy of the Rental Agreement and a copy of the Community Building Rental: Administrative Policy. 5. All hours are arranged at the time of the reservation. However, the renter has the option of requesting additional hours at any time prior to the day of the event. Payment for the additional hours will be paid immediately upon request. 6. On the day of the rental or the City Hall business day prior to the event, the key must be picked up at City Hall and it must be returned at the earliest business hour of City Hall immediately following the event. 7. An inspection and/or cleaning will occur after the event to assess cleaning necessities, damages and ensure the agreement has been carried out. 8. Security deposit refunds are issued after the end of each month and are mailed to the renters listed address. Decorations: Decorations shall not be placed, mounted or hung on the walls. No stapling or tacking to the tables, chairs or walls. Decorations are allowed on the tables, floors, windows, and ceiling tracks only. 1. Masking tape is the only allowable option that can be used. All other forms of adhesives are not allowed including 3M strips or hooks. 2. Do not attach anything to the ceiling tiles. Only attach to the metal stripping. Please do not stand on chairs or tables! 3. Renters are responsible for removing all decorations by the end of their designated rental time frame including the removal of all confetti, tape, balloons, strings, streamers, etc. 4. No candles should be used at any time. Kitchen Amenities Any materials inside of the kitchen are available for use. 1. Do not leave any food inside of the refrigerator after the rental time frame. 2. The repair or replacement of any damaged equipment will be the responsibility of the renter. Cleaning Requirements 1. Wipe down all tables 2. Remove all decorations including confetti, tape, balloons, string, streamers, etc. 3. Place all tables and chairs back on the dedicated racks 4. Dispose of any trash into the outdoor dumpster including trash from the bathrooms 5. Replace trash can liners 6. Sweep and mop the floor  7. Clean bathrooms 8. Clean kitchen and remove food from refrigerator/freezer 9. Turn off all lights 10. Ensure all doors are locked 11. Return key to City Hall General Renting Compliance 1. Items of any size cannot be left in the building after the rental is completed. An automatic forfeiture of the building deposit will be processed if items are left in the building after the rental is completed. 2. Renter is responsible for all minor clean-up of the facility. All cleaning must be finished by the end of the rental time frame. Failure to complete cleaning responsibilities as outlined in the cleaning checklist will result in deposit forfeiture and/or a monetary penalty subtracted from the renter’s deposit. 3. If janitorial or facility maintenance is required above and beyond the normal cleaning process, the deposit will not be refunded and additional fees may be assessed. 4. NO SMOKING in the facility is allowed. 5. No alcoholic beverages will be sold on the premises, nor shall any admission or cover charge be allowed when alcoholic beverages are served. 6. Alcoholic beverages shall not be taken outside the building. 7. No illegal activity in the building or on the surrounding City property will be tolerated. 8. Renters must allow authorized law enforcement officers or City employees to enter into or upon the premises and not otherwise interfere with any inspection of the premises. 9. Renter is responsible for compliance with any and all City ordinances and building policies. 10. Any damage to the facility or its contents will be repaired by the City at the renter’s expense. Rental Fees ● Security Deposit: $100; plus ● Rental Fee: $100 (minimum of 4 hours); plus ● Hourly Rate: $25/additional hour Non-Profit Fees ● Security Deposit: $100 o Rental Fee and Hourly Rate waived ● Regular Scheduled Meetings: $10 o 1-hour meeting rental o Includes 30 minutes for set up and teardown before and after meeting Fee Policies 1. Fees and deposits will not be assessed for events held in order to conduct official city business, such as, but not limited to, Board of Aldermen meetings, Planning and Zoning meetings, Park Board meetings, and Municipal Court.  2. Waiver of rental fees – a. Rental fees will only be waived for a maximum of four (4) rentals per calendar year per organization. b. If a waiver is needed for more than the four (4) rentals per year, Board approval is required. c. Waiver can only be granted to non-profit organizations and a 501C3 document is required during the application process. d. A security deposit will be required for ALL rental types including non-profit. Multi-Day Rentals Multi-day rentals (consecutive days) preclude the availability of the building for other renters. For this reason, renters desiring the building for multiple, consecutive days will be charged from the hour the rental begins through its conclusion minus the six hours between midnight and 6:00 a.m. per day for each day the building is not available. For example, a weekend event, beginning at 6:00 p.m. on Friday and ending on Saturday at 6:00 p.m. will be charged for 24 hours: 6 hours on Friday and 18 hours on Saturday. The security deposit will be charged only once. Cancellation Policy A $25 service fee will be deducted from the security deposit if a written cancellation notice is not provided thirty (30) days prior to the event. If a written notice is provided before thirty (30) days prior to the event the full deposit will be refunded, given that all other deposit refund requirements are met. Written notice must contain the name and mailing address of the renter and the date of the building reservation. The request must be signed and dated. The City is not responsible for delays due to mail service. Security Deposit Refund Policy Security deposits are required for all rentals no matter if the rental fee has been waived. The security deposit will be made at the time of making the reservation. The cancellation service fee, any damages, or additional cleaning needed will be deducted from the security deposit. Any damage or cleaning costs necessary beyond the $100 security deposit will be charged to the renter. Refunds will be issued by check via mail and may take up 4 weeks to be issued. A refund will not be issued until the key has been returned to City Hall.  BOARD OF ALDERMEN ACTION REPORT ISSUE: The Mayor, with the advice and consent of the majority of the Board of Alderman, shall appoint all members of committees, boards, and commissions. ACTION REQUESTED: Motion/Second to approve the appointments and re-appointments for terms expiring in 2022. BACKGROUND: The list of Mayor’s appointments and reappointments for terms expiring in 2022 for approval by the Board of Alderman are as follows: Planning Commission (4 Year Term) Marty McDermed, Re-Appoint 2025 Ruth Beamer, Re-Appoint 2025 Board of Adjustment (5 Year Term) Stan Jones, New Appointment Board of Appeals (2 Year Term) Ernie Cockrum, Re-Appointment to 2024 Brandon Murry, Re-Appointment to 2023 Rick Barker, Re-Appointment to 2023 Dennis Summers, Re-Appointment 2024 Parks Board (3 Year Term) Janna Bradley, Re-Appoint to 2025 Mike Duncan, Re-Appoint to 2025 Tracy Peter, New Appointment to complete Thad Madsen’s term of 2023 Economic Development Council (5 Year Term) Bruce Whitsitt, Re-Appoint 2025 Robert Brinkley, Re-Appoint 2026 Shelli Jernigan, Re-Appoint 2025 Larry Shutt, Re-Appoint 2027 FINANCIAL CONSIDERATIONS: None ATTACHMENTS: None PREPARED BY: ______ DATED: April 25, 2022 Karen Findora, City Clerk