Board of Aldermen Meeting

CITY OF WILLARD BOARD OF ALDERMEN JULY 23TH, 2007 7:00 P.M. Board present: Mayor Jamie Schoolcraft; Aldermen Louie Amodeo; Aldermen Charles Whitehead; Aldermen Bill Caplinger; and Aldermen Gordon O’Quinn. Also in attendance: City Administrator, Fred Gress; City Clerk, Kathy Blakemore; Municipal Court Clerk/Deputy City Clerk, Linda Murray; CFO, Karen Robson; Director of Development, Randy Brown; Director of Public Works, Charlie Jones; Chief of Police, Tom McClain; Director of Parks & Recreations, Kerri Gates; Planning & Zoning Vice Chairmen, Valorie Simpson; Planning & Zoning Executive Secretary, Lucille Murray; and City Attorney Doug Harpool. Guest present: Daniel Rudge, Ozarks Transportation Organization; Mike McKenna, Olssen Associates; Kelly Turner, Olssen Associates; Dan Dudley, City of Springfield; Evans Ross, Joe L. Cosby, Laurie Ryan, Cross Country Times; Derek Gregg, MoDOT; Mendy Knipp, MoDOT; Bill Adams, Conco Quarries Inc.; Kirk Reisner, Advisor Insurance Agency LLC; and Allison Ipson. Mayor Jamie Schoolcraft led the Pledge of Allegiance. Mayor Jamie Schoolcraft called the meeting to order. Roll Call City Clerk, Kathy Blakemore called roll call, Aldermen Whitehead-present, Aldermen Caplinger-present, Aldermen O’Quinn-present, and Aldermen Amodeo-present. Study Session City Administrator, Fred Gress introduced State Representative, Shane Schoeller. Mr. Schoeller discussed the widening of Highway 160 for safety and economical development. Also Mr. Schoeller stated that it is a money issue and is going to take community involvement which he feels that Willard has, and the support of MoDot to possibly do some cost sharing. Mr. Kirk Juranas Director Engineer with MoDot introduced his assistant Mr. Miller. Derek Gregg and Mendy Knipp with Missouri Transportation Finance Corporation will discuss the cost share program. Mr. Kirk Juranas discussed the funding issues. Mendy Knipp and Derek Gregg presented a presentation on the programs that they offered. Dan Rudge with OTO (Ozark Transportation Organization) discussed what OTO is about, and the funding that is provided. City Administrator Fred Gress distributed twelve (12) packets with intersections on Highway 160 and asked for the intersections to be ranked from most needed Board of Aldermen Minutes Page 1 of 3 July 23rd, 2007 improvements to the least. The following is a list of the intersections in question: Hunt Rd. & 160; E. Jackson & 160; Willey St. & 160; Fr. 94 & 160; Hughes Rd. & 160; Miller Rd. & 160; Farmer St. & 160; and W. Jackson & 160. Board took a five (5) minute break. Agenda Amendments/Approval of agenda Motion made by Bill Caplinger with second by Charles Whitehead to approve the agenda. All votes yes. Motion carried. Minutes 07/09/07 Aldermen Bill Caplinger stated that a correction needed to be made in the roll call. It should have read Amodeo instead of Simpson. Aldermen Gordon O’Quinn stated that on page three (3) under the Financial Report he stated the amount of the field trip as $492.00 and it should have been $942.00. Motion made by Bill Caplinger with second by Gordon O’Quinn to approve the minutes of the regular meeting on July 9th, 2007 with the two changes listed above. All votes yes. Motion carried. Citizens Input None Financial Report Aldermen Louie Amodeo asked Karen if she could provide all of the aldermen with the Chart of Accounts. Karen stated she would. Also Louie Amodeo asked if all of the aldermen could receive copy of the policies and procedures involved with the Chart of Accounts by possibly the second meeting in August. Karen stated she would do her best to get that information she is currently in the middle of working on the budget. City Administrator Fred Gress asked for clarification on his question. Fred asked if he wanted current policies on how cash is handled internally. Aldermen Amodeo stated cash and checks. Aldermen Bill Caplinger asked about the percentages on the waterworks 2006 spreadsheet. Bill stated there was a huge jump in shortage from February, March, and April the city was in the single digits percentages, then the city jumped up to 20% and are currently at 18%. Bill asked if there was a reason why the percentage was still high. Director of Public Works, Charlie Jones stated that part of it was due to swimming pools being filled up for the summer. Bill asked if the city knew at this time what percentage we were at. Karen stated that she had just got the billing figures today but she could send out a memo later this week. City Administrator Fred Gress stated that the spreadsheet should read 2007 instead of 2006. Motion made by Louie Amodeo with second by Gordon O’Quinn to approve the June Financial Statements. All votes yes. Motion carried. Bids-Road bore Farmer & Willey Director of Development, Randy Brown stated that the city is working on the waterline project at Willey and Farmer. Randy received two bids. One bid was from Dallas Board of Aldermen Minutes Page 2 of 3 July 23rd, 2007 County Road Boring in the amount of $12,000. The second bid was from Darrah Contracting, Inc. in the amount of $26,200.00. Randy stated that Darrah bid look extremely high but this bid is for a solid rock bore. Darrah stated that if they did not encounter limestone the bid would be approximately $15,000.00. Randy stated that the city might want to do some test digging to check for rock. Aldermen Bill Caplinger stated that he felt like that the city would get a better end product from Darrah with directional boring than with conventional auger boring. Randy stated that the city has not received a permit for the bore. The city has submitted drawings three (3) times to MoDot. MoDot is waiting to see what kind of bore the city is going to do. Darrah recommended that the city dig a pit on both sides of Farmer to determine if limestone is present. Motion made by Louie Amodeo with second by Bill Caplinger to make a bid award by Friday at 5:00 p.m. up to the amount of $26,200.00 for directional boring. All votes yes. Motion carried. Parks & Recreations request to start Donation Program Director of Parks & Recreations, Kerri Gates discussed Donation Program for tables and benches in the city parks and along the trails. Kerri stated that anyone could purchase a bench or table and the Parks Department would put a plaque on the table or bench for who donated the table, or in memory of someone. Kerri requested approval to start the Donation Program and purchase the first ADA table in the amount of $609.00. Park Board member Blaine Kenard has donated $200 for a bench. Motion made by Bill Caplinger with second by Gordon O’Quinn to approve the Parks & Recreation Department to start a Donation Program for tables and to approve the purchase of an ADA table in the amount of $609.00. All votes yes. Motion carried. Old Business None Motion made by Gordon O’Quinn with second by Bill Caplinger to adjourn the open meeting. All votes yes. Motion carried. Meeting adjourned. __________________________ Kathy Blakemore, City Clerk Board of Aldermen Minutes Page 3 of 3 July 23rd, 2007