City Council

*Amended- Monday, January 12, 2026 AGENDA City Council Work Session Of the City of Saint Charles, Missouri Saint Charles Convention Center – 1 Convention Center Plaza Upper Level – Grand Ballroom D Tuesday, January 13, 2026 6:00 p.m. 1. Roll Call 2. Invocation and Pledge of Allegiance *3. Presentation of Special Recognition 4. Presentation and Discussion Relative to a Review of the City’s Tourism, Communications and Event Functions 5. Discussion Relative to Establishing a Council Retreat Schedule and Location Policy 6. Presentation and Discussion Relative to the Current Status of Video Lottery Terminals (VLT’s) 7. Discussion Relative to the City of St. Charles’ Department Director Hiring Process 8. Closed Session, if requested, relative to: A. Legal actions, causes of action, or litigation (RSMo 610.021(1)) B. Leasing, purchase or sale of real estate where public knowledge of the transaction might adversely affect the legal consideration therefor (RSMo 610.021(2)) C. Hiring, firing, disciplining or promoting of particular employees when information relating to the performance or merit of individual employees is discussed or recorded (RSMo 610.021(3)) D. Preparation, including any discussions or work product, on behalf of the Council or Its representatives for negotiations with employee groups (RSMo 610.021.(9)) E. Sealed proposals and related documents or any documents related to a negotiated contract (RSMo 610.021(12)) 9. Adjourn The City of St. Charles, Missouri, fully complies with Title VI of the Civil Rights Act of 1964 and related statutes and regulations in all programs and activities. For more information, or to obtain a Title VI Complaint Form, please call the City Clerk’s Office at (636)949-3282 or visit City Hall located at 200 North Second Street, St. Charles, Missouri, 63301. Posted: Monday, January 12, 2026 @ St. Charles City Hall – 5:00 p.m. Monday, January 12, 2026 @ Saint Charles Convention Center – 5:00 p.m. 1 RCA FORM (OFFTCE USE ONLY) Bin# \l lA MEETING/DATE: 111312026 Regular ! Special ! Work Session r' ATTACHMENT: YES E NOE Request for Council Action Report ! Resolution f] Ordinance ! Ward(s): u/n Sponsor(s): u/n Description: Presentation and discussion of a review of the City's tourism, communications, and event functions, with a focus on organizational structure, coordination, and operational alignment. ContractExtension/Renewal: Yes tr No V Information Paper Attached: Yes V No tr Staff Recommendation: Approve Disapprove Board/Committee/Commission Recommendation : Approve Disapprove Summary: Presentation and discussion of a review of the City's tourism, communications, and event functions, with a focus on organizational structure, coordination, and operational alignment. Goals of the presentation: lmprove City communications lmprove customer service I mprove operational efficiency lmprove organizational structure that best supports and represents the public Maximize resources and current staffing talents Budget Impact: (revenue generated, estimated cost, CIP item, etc.) Fiscal tmpact: N/A Select One N/A Account #: Ul* Project #: RCA prepared by: at1( Dept. Dir Finance Dir. 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EE 89 a o- co f 8+ oo o (o f;2 =oE >.a.E c oxdi o o o NR z t c : a ,{ RCA FORM (OFFTCE USE ONLY) MEETING/DATE: 0111312026 Regular 0 Special0 Work Session (X) ATTACHMENT: YES (x) No 0 Request for Council Action Description: Discussion Relative to Establishing Council Retreat Schedule and Locations Summary: Council should consider establishing a standardizedretreat cadence and location policy to improve scheduling efficiency, predictability, and team-building. Options include in-town or out-of-town formats, with varying frequencies (one to three sessions annually). Council input on preferred structure, timing, and location will guide staff in drafting a formal proposal for adoption. B)r: Councilmember Vince Ratchford Date: 01/06/2026 + t CounciI Retreat Planning Background Staff has been attempting to p[an counciI retreats by identifying possibte accommodations and potling council members for avaitabitity. This process has proven inefficient, as a single schedu[ing conflict often requires starting over. To improve efficiency and predictabitity, councit shou[d consider establishing a standard retreat cadence and tocation poticy. Discussion 1. Location . ln-Town: Easier for famity/work batance, youth sports, other [ocaI commitments. . Out-of-Town Overnight: Stronger team bonding through shared mea[s and fewer distractions. Requires vacation days and childcare & youth sports adjustments. 2. Frequency & Gadence (Al[ shoutd be regularly scheduled. Examples: tast Saturday in January + 4rh Tuesdays in Aprit & October; or last Friday - Saturday in September for overnight option) . Option A: One long Tuesday night + one f utl Saturday annua[ty. . Option B: Two long Tuesday nights + one fu[[ Saturday annualty. . Option C: Overnight retreat options as described betow: o Att day Friday into Satu rday hatf day, o Tuesday night hatf day into t[ day Wed nesday. a 3. Key Considerations . Predictabitity: Standa rd izing dates avoids repeated reschedu[ing. . Accessibitity: Ba[ancing councit, staff, and famity/work commitments. . Team Buitding: Value of shared meals and extended time together. Next Steps CounciI discussion and feedback on preferred retreat structure, timing, and tocatlon. Staff witl use council input to draft a formaI proposal for adoption. Council Retreat Planning- Decision Matrix Option Format Frequency Pros Cons Predictable, balances weekday Limited team One long Tuesday and weekend; less building time evening + one full 2 sessions time away from compared to A Saturday annually family/work overnight Higher time commitment; More touchpoints Limited team Two long Tuesday for planning and building time evenings + one full 3 sessions discussion; avoids compared to B Saturday annually overnight travel overnight Strong team bonding; Requires Overnight: Friday extended time vacation days, all day + Saturday l- session together; fewer family c1 half day annually distractions adjustments Midweek Combines disruption to Overnight: weekday structure work/family Tuesday half day with overnight schedules; (evening)+ 1 session bonding; req uires c2 Wednesday all day annually immersive vacation days RCA FORM (OFFTCE USE ONLY) Bil # N/A MEETING/DATE 1113t2026 Regular I Special Work Session I ATTACHMENT: YES NOE Request for Council Action Report f] Resolution Ordinance I Ward(s) Ail Sponsor(s): Description: A presentation from City Staff to discuss the current status of Video Lottery Terminals (VLTs). options for City Council action on this matter, and Staffs recommendation Contract Extension/Renewal: Yes No @ Information Paper Attached: Yes Noa @: Approve Disapprove Board/Committee/Commission Recommendation : Approve Disapprove Summary: There was previously a work session discussion on VLTs in November 2024. This discussion will provide an update on developments on the legal status of VLTs in Missouri, other cities' approaches to regulating VLTs, and options for City action on this matter. Budget Impact: (revenue generated, estimated cost, CIP item, etc.) Fiscal Imoact: Select One Account #: Project #: L/ RCA prepared ry' Legal o"0,. oir.w1 Finance Dir. of Admin. o RCA FORM (OrFrCE USE ONLY) Bi1# N/A MEETING/DATE 111312026 Regular I Special ATTACHMENT: YES Work Session Nox x Request for Council Action Report I Resolution Ordinance ! Ward(s): N/A Sponsor(s): N/A Description: At the request of Councilmember Vince Ratchford, a discussion relative to The City of St. Charles' Department Director hiring process. Contract ExtensionlRenewal : Yes ! No x Information Paper Attached: Yes ! No x Staff Recommendation: Approve Disapprove Board/Committee/Commission Recommendation : Approve Disapprove Summary: Administration and Human Resources will provide information and answer questions in regards to the City's Department Director hiring process. Budget Impact: (revenue generated, estimated cost, CIP item, etc.) Fiscal Impact: $ 0.00 N/A Account #: N/A Project 4; N/A RCA prepared ty: C BraY Dept. Dir 1* Finance Dir. N I a Dir. or c) b,