Board of Aldermen Meeting

CITY OF WILLARD BOARD OF ALDERMEN MARCH 12TH, 2007 7:00 P.M. Board present: Mayor Thomas J. Keltner, Aldermen Charles Whitehead, Aldermen Bill Caplinger, Aldermen Gordon O’Quinn, and Aldermen Richard Simpson. Also in attendance: City Administrator, Fred Gress; Municipal Court Clerk/Deputy City Clerk, Linda Murray; CFO, Karen Robson; Director of Development, Randy Brown; Director of Public Works, Charlie Jones; Director of Parks and Recreations, Kerri Gates; Emergency Management Director, Donna Gordon; Chief of Police, Tom McClain; Planning & Zoning Chairmen, Dale Duvall; Planning & Zoning Executive Secretary, Lucille Murray; Planning & Zoning member Bradley Dalton; Board of Adjustments member Carl Montgomery; and City Attorney, Ken Reynolds. Guest present: Barbara O’Quinn, Brenda Keltner, Ethel Long, Lester Estes, Wendy Dalton, David Roggensees, Tyler Follis, David Lesue, Kurt Reisner, Chuck Peeters, Melody Morelock & twins, Mikayla Sanford, and Sonjia Dejonge. Mayor Thomas J. Keltner led the Pledge of Allegiance. Special Recognition (Awards, Certificates and Honors) Chief of Police Tom McClain presented Makalya Stanford with a merit award for self discipline. Makalya is a fifth grade student at the intermediate school. Mayor Thomas J. Keltner and Aldermen Bill Caplinger presented Aldermen Richard Simpson with a Service Award for his outstanding service to the community for the last eleven years. Mayor Thomas J. Keltner called the meeting to order. Agenda Amendments/Approval of agenda Motion made by Gordon O’Quinn with second by Bill Caplinger to approve the agenda. All votes yes. Motion carried. Minutes-02/12/07 Motion made by Gordon O’Quinn with second by Bill Caplinger to approve the minutes of the Regular Meeting on February 12th, 2007. All votes yes. Motion carried. Motion made by Charles Whitehead with second by Gordon O’Quinn to approve the minutes of the Closed Session on February 12th, 2007. All votes yes. Motion carried. Citizens Input Board of Aldermen Meeting Page 1 of 6 March 12th, 2007 Lucille Murray requested that the city put a line item in the budget to be used for street tree pruning. Lucille stated that this would be a good thing to do every year to keep the trees within the city right of way pruned in a timely manner. Mayor asked Lucille what amount she thought would be appropriate. Lucille stated that she thought $10,000 would be a good starting point. She said she would even take $5,000 if we could get this process implemented. Carl Montgomery stated that he had a good friend that drives for the limousine service in Springfield and he takes various athletic teams all over the state and he told Carl that the Willard group of boys was the most outstanding group of young men that he had been around in several years. John O’Quinn who lives at 512 Truman Road in Fox Creek Subdivision stated that he was very unhappy with the results of the rezoning of the property located just North of Fox Creek from R-1 to C-2 classification. John also requested that the board review what is allowed in C-2 classification. John stated that he is worried about an adult book store and adult entertainment being located there. Mayor stated that the city needed to take John request before Planning and Zoning Commission for review. Aldermen Richard Simpson stated that all small towns have this problem but there are laws. It is hard to not allow certain businesses in a commercial district and then allow other ones in without a fight. Richard said that he believes in having the right buffers in place for districts that abut to different districts. Director of Development Randy Brown stated that the owners of the property that was rezoned by Fox Creek have stated that there intensions are not to sell that property, only to lease some buildings so they will have some control over the businesses that go in there. David Roggensees stated that he lived at 517 Pine in the Fox Creek Subdivision. David stated that he thinks the developer should have been required to state what businesses would be in that area before the rezoning was granted. Mayor stated that the order of events is as follows: Rezoning, the developer does the PDD and turns that in to P&Z, the developer does traffic studies based on what is being developed. There is a series of events of how the process is followed. Also the Mayor stated that the board is only following the current procedures that are in place. Financial Report Karen stated that she failed to put the January Financial Statements in the packets. She asked if there were any questions on the February Financial Statements. Karen requested approval for raising the mileage to 48.5 cents per mile. Motion made by Bill Caplinger with second by Charles Whitehead to approve the mileage to 48.5 cents per mile. All votes yes. Motion carried. Motion made by Richard Simpson with second by Bill Caplinger to approve to pay the outstanding bills. All votes yes. Motion carried. Bids Director of Parks and Recreations Kerri Gates stated that the first bid is for the preparation for Soccer Field for irrigation system and seeding. The city received three bids: Steven Weinreis in the amount of $2720.00; Schuler Excavation in the amount $17,716.00; and Botanical Tree Trail & Nursery in the amount of $67,000.00. Board of Aldermen Meeting Page 2 of 6 March 12th, 2007 Motion made by Richard Simpson with second by Gordon O’Quinn to approve the bid from Steven Weinreis, for the preparation for the Soccer Field for irrigation system and seeding, in the amount of $2720.00. All votes yes. Motion carried. Director of Parks and Recreations Kerri Gates stated that the second set of bids is for the T-shirt Company that supplies the shirts for the sports programs. The city received five (5) bids: Corner Graphics, Inc., The Advertising Edge, Instant Imprints, Nelson’s Sportswear, and Czar Graphics. Kerri recommended Corner Graphics, Inc. Motion made by Bill Caplinger with second by Charles Whitehead to approve the bid from Instant Imprints for the T-shirts for the sports programs. All votes yes. Motion carried. Director of Parks and Recreations Kerri Gates stated that the final set of bids is for the Photographer for all Recreation Youth Sports. The city received four (4) bids: Stilson Photography, Show Me Photography, AB Photography, and Flashback Photography. Motion made by Richard Simpson with second by Charles Whitehead to approve the bid from Stilson Photography for all Recreation Youth Sports. All votes yes. Motion carried. Questions for Department Heads Aldermen Gordon O’Quinn asked Director of Public Works, Charlie Jones how everything was going on the pick up of all the debris removal from the ice storm. Also he asked if they are going to notify the citizens of when the last call will be to have your debris by the street right of way for pickup. Charlie stated that he thinks they are getting down to the last for the debris. Greene County helped with the pick up today. City Administrator, Fred Gress stated that a Public release statement had been sent out stating that the city is anticipating a two to three week window for getting close to being done with pick up. Aldermen Richard Simpson asked Director of Development Randy Brown what Urban Deer Action Committee was. Randy stated that this committee is to determine if the city has a problem with the deer population and if so, how to handle it. Aldermen Bill Caplinger asked Director of Emergency Management, Donna Gordon what a Block Party with A.W.A.R.E. Donna stated that she is trying to get the Fox Creek subdivision together. This subdivision has shown a lot of interest. Addendum to Agreement between the City and Archer Engineering The addendum would allow for a modification to the water study agreement that would include the Meadows Water System Area. Motion made by Richard Simpson with second by Charles Whitehead to authorize the Mayor to sign the Addendum to the Agreement between the City and Archer Engineering. All votes yes. Motion carried. Discuss City Attorney Fees Motion made by Bill Caplinger with second by Charles Whitehead to approve the city attorney fees of $140.00 per hour. All votes yes. Motion carried. Board of Aldermen Meeting Page 3 of 6 March 12th, 2007 Ordinance-Road Relinquishment Agreement BILL NO. 07-11 ORDINANCE NO. 070312 AN ORDINANCE PROCURING CERTAIN ROADS WITHIN THE CITY LIMITS OF THE CITY OF WILLARD, GREENE COUNTY, MISSOURI, FROM THE MISSOURI HIGHWAYS AND TRANSPORTATION COMMISSION. First reading by Deputy City Clerk, Linda Murray. Motion made by Charles Whitehead with second by Gordon O’Quinn to approve the first reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. Second reading by Deputy City Clerk, Linda Murray. Motion made by Richard Simpson with second by Gordon O’Quinn to approve the second reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. Ordinance-Commerce Bank Lease Agreement Dated April 1st, 2001 BILL NO. 07-12 ORDINANCE NO. 070312A AN ORDINANCE TO RENEW LEASE AGREEMENT BETWEEN COMMERCE BANK, AS TRUSTEE, AND CITY OF WILLARD, MISSOURI, ORIGINALLY DATED APRIL 1, 2001, AND RENEWED THEREAFTER, ANNUALLY, EFFECTIVE THROUGH APRIL 1, 2008, AND AS NOW RENEWED THEREAFTER FROM YEAR TO YEAR, FOR A ONE YEAR TERM. First reading by Deputy City Clerk, Linda Murray. Motion made by Richard Simpson with second by Charles Whitehead to approve the first reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. Second reading by Deputy City Clerk, Linda Murray. Second reading by Bill Caplinger with second by Charles Whitehead to approve the second reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. Ordinance-Commerce Bank Lease Agreement Dated September 1st, 1992 BILL NO. 07-13 ORDINANCE NO. 070312B AN ORDINANCE TO RENEW LEASE AGREEMENT BETWEEN COMMERCE BANK, AS TRUSTEE, AND THE CITY OF WILLARD, MISSOURI, ORIGINALLY DATED SEPTEMBER 1, 1992, AND RENEWED THEREAFTER, ANNUALLY, EFFECTIVE THROUGH APRIL 1ST, 2008, AND AS NOW RENEWED THEREAFTER FROM YEAR TO YEAR, FOR ONE YEAR TERMS. Board of Aldermen Meeting Page 4 of 6 March 12th, 2007 First reading by Deputy City Clerk, Linda Murray. Motion made by Bill Caplinger with second by Gordon O’Quinn to approve the first reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. Second reading by Deputy City Clerk, Linda Murray. Motion made by Richard Simpson with second by Charles Whitehead to approve the second reading. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. City Insurance City Administrator Fred Gress stated that every year the city goes through a process of putting the city insurance in place for building insurance, vehicle insurance, work comp., and liability. The city now has an opportunity to bring the administration of that insurance to a local provider. The city will not be changing insurance companies they will only be changing agents. The city recommends that the board authorize the working agent to be Kirk Reisner. Motion made by Richard Simpson with second by Charles Whitehead to approve the agent, Kirk Reisner, for the city insurance listed above. All votes yes. Motion carried. Request approval to set Public Hearing to annex all of the Meadows Service Area into the City of Willard city limits Motion made by Bill Caplinger with second by Richard Simpson to set a Public Hearing for April 9th, 2007 to annex all of the Meadows Service Area into the City of Willard city limits. All votes yes. Motion carried. Old Business City Administrator Fred Gress stated that he recommended Kerri Gates for the new Parks and Recreation Director. Kerri has been serving as an intern for this position. Motion made by Charles Whitehead with second by Richard Simpson to hire Kerri Gates for the Parks and Recreation Director. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-yes. Richard Simpson-yes. All votes yes. Motion carried. City Administrator Fred Gress recommended approval to hire Gaskin, Hill, and Norcross, an architect firm to draw up a Public Service Center. Motion made by Richard Simpson with second by Charles Whitehead to approve Gaskin, Hill, and Norcross, an architect firm to draw up a Public Service Center. Charles Whitehead-yes. Bill Caplinger-yes. Gordon O’Quinn-no. Richard Simpson-yes. Motion carried. Mayor Thomas J. Keltner stated that the board would be going into closed session to discuss legal and personnel matters. Motion made by Richard Simpson with second by Gordon O’Quinn to adjourn the open meeting. All votes yes. Motion carried. Board of Aldermen Meeting Page 5 of 6 March 12th, 2007 Meeting adjourned. __________________________ Kathy Blakemore, City Clerk Board of Aldermen Meeting Page 6 of 6 March 12th, 2007