Board of Aldermen Meeting

WILLARD BOARD OF ALDERMEN REGULAR MEETING APRIL 13, 2009 Board present: Mayor Jamie Schoolcraft, Aldermen Richard Simpson, Aldermen Doug Johnson, Aldermen Pat Lloyd, Aldermen Paul Hood, Aldermen Dale Duvall, and Aldermen Bryan Vincent. Also present: Deputy City Clerk, Kate Gould; CFO, Karen Robson; Director of Development, Randy Brown; Public Works Director, Charlie Jones; Parks and Recreation Director, Kevin McDonald; Chief of Police, Tom McClain; Court Clerk, Linda Murray; Emergency Management Director, Stacy Winters; Phone Systems Operator, Tami Cobb; Sewer Supervisor, Justin Reaves; Utility Billing Clerk, Pat Zimdars; Front Desk Programmer, Tina Christensen; and Willard Police Officer, Bill Lingenfielser. Also in attendance: Gene Thomas, Lucille Murray, Jerome Rader, Blaine Kennard, Valorie Simpson, Lin Scheinder, Ken Scott, Louie Amodeo, Ron Crighton and Roscoe Killingsworth. Mayor Jamie Schoolcraft led the Pledge of Allegiance. Swear/Affirm Newly Elected Officials Deputy City Clerk, Kate Gould swore in newly elected Jamie Schoolcraft for a second two year term as Mayor. Deputy City Clerk, Kate Gould swore in newly elected Aldermen for Ward III, Dale Duvall for a two (2) year term. Deputy City Clerk, Kate Gould swore in newly elected Aldermen from Ward II, Pat Lloyd for a two (2) year term. Deputy City Clerk, Kate Gould swore in newly elected Aldermen for Ward I, Doug Johnson for a two (2) year term. Call to Order Mayor Jamie Schoolcraft called the meeting to order. Roll Call Deputy City Clerk, Kate Gould called the roll. Aldermen Simpson-present, Aldermen Johnson- present, Aldermen Lloyd-present, Mayor Schoolcraft-present, Aldermen Hood-present, Aldermen Duvall-present, Aldermen Vincent-present. Elect Mayor Pro-tem Motion made by Richard Simpson to elect Aldermen Vincent as Mayor Pro-tem. Motion failed for lack of a second. Willard Board of Aldermen Meeting April 13, 2009 Page 1 of 7 Motion made by Aldermen Hood and seconded by Aldermen Vincent to elect Aldermen Lloyd as Mayor Pro-tem. Aldermen Simpson-N, Aldermen Johnson-I, Aldermen Lloyd-A, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. Four (4) votes aye and one (1) vote no. Motion carried. Elect Board Representative for Planning and Zoning Motion made by Aldermen Lloyd and seconded by Aldermen Simpson to elected Aldermen Duvall as the Board of Aldermen representative for the Planning and Zoning Commission for a one year term. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-A, Aldermen Vincent-I. Five (5) votes aye. Motion carried. Agenda Amendments/Approval of Agenda Motion made by Aldermen Vincent and seconded by Aldermen Simpson to amend the agenda and add Closed Session. Aldermen Simpson-I, Aldermen Johnson-N, Aldermen Lloyd-N, Aldermen Hood-N, Aldermen Duvall-N, Aldermen Vincent-I. Four (4) votes no and two (2) votes aye. Motion failed. Motion made by Aldermen Duvall and seconded by Aldermen Hood to approve the agenda without changes. Aldermen Simpson-N, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Hood-I, Aldermen Vincent-N. Four (4) votes aye and two (2) votes no. Motion carried. Approve the Minutes of the Meeting on March 23, 2009 Motion made by Aldermen Hood and seconded by Aldermen Duvall to approve the minutes of the Regular Meeting on March 23, 2009. Aldermen Simpson-N, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. Five (5) votes aye and one (1) vote no. Motion carried. Approve the Minutes of the Meeting on March 20, 2009 Motion made by Aldermen Johnson and seconded by Aldermen Vincent to approve the minutes of the Special Meeting on March 20, 2009. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Citizen Input Gene Thomas asked the Board of Aldermen three questions about the Bond Issue on the June 2009 ballot. First he wanted to know how the figure of $8.5 million was reached and a breakdown of how the money would be spent. Secondly he wanted to know the details of the proposed wastewater treatment plant including the location and type of plant. Thirdly he wanted to know how Willard would do a wastewater treatment plant that did not discharge into Clear Creek. Gene Thomas expressed his belief that Willard should continue sending wastewater to Springfield under the current contract. Mayor Schoolcraft stated that the Board of Aldermen under current policy did not respond to questions during the citizen input portion of the meeting, but stated that Mr. Thomas would get a response to his three questions after the next meeting with the city engineers. Willard Board of Aldermen Meeting April 13, 2009 Page 2 of 7 City Clerk Motion made by Aldermen Simpson and seconded by Aldermen Vincent to table this item. After some discussion Aldermen Simpson and Aldermen Vincent withdrew their motions. Motion made by Aldermen Simpson and seconded by Aldermen Vincent to post the opening for City Clerk and hold a closed session meeting before the hiring of a replacement. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Financial Report Aldermen Simpson asked for clarification on a few of the unpaid bills. Karen Robson, CFO asked for approval to pay the outstanding bills. Motion made by Aldermen Hood and seconded by Aldermen Lloyd to pay the outstanding bills. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Karen Robson asked for approval to make a payment to Carrothers Construction in the amount of $345,531.71 for the new pool. Motion made by Aldermen Duvall and seconded by Aldermen Vincent to approve the payment to Carrothers Construction, Inc. for the pool. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. CFO, Karen Robson asked for approval of the expenditure of $16,012.50 from the 2009 Paving Budget for the overlay of Hughes Road from AB Highway to Pershing Street. Aldermen Vincent asked Public Works Director Charlie Jones about this expenditure and Charlie Jones explained that they had gotten a number of complaints about the section and that it did need smoothing out. Mayor Schoolcraft stated that this would be done through the City contract with Greene County for paving. Motion made by Aldermen Vincent and seconded by Aldermen Simpson to approve the expenditure of $16,012.50 for the overlay of Hughes Road from AB Highway to Pershing Street. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Karen Robson stated that staff had received two bids for the waterline extension from Jackson Street west toward St. John’s Clinic. She stated that staff was recommending the lowest bid from Harry Cooper Supply in the amount of $11,201.70. Motion made by Aldermen Lloyd and seconded by Aldermen Johnson to accept the staff recommendation and purchase the materials for the water line extension from Harry Cooper Supply. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Police Department Report Police Chief Tom McClain spoke about the possibility of the Police Department receiving a Justice Assistance Grant and expressed his wish to use the funding for the PAL program. Chief Willard Board of Aldermen Meeting April 13, 2009 Page 3 of 7 stated that the PAL program had been granted IRS 50C(3) status. He also informed the Board that Charity Boxing had been a great success. Emergency Management Report Emergency Management Director, Stacy Winters stated that he was continuing to work with Great River Engineering for a community storm shelter. He said he was also working with Greene County on revisions to the mitigation plan. Also the ConvertaCom’s have been installed in Public Work trucks and they had ordered and received 10 extra 800 MHz portable radios. Finally Stacy announced that Willard Mt. Zion Presbyterian Church was getting an AED and he hoped to get AED’s in other churches in the community. Stacy also reminded the Aldermen that each person needed to complete a NIMS certification so that Willard could continue receiving grants from FEMA. Development Report Randy Brown, Director of Development informed the Board of Aldermen that the sidewalk project was progressing on schedule, but they still had a big section from Walnut Lane to Willey Street to complete. Randy stated the bid letting for Jackson/160 Intersection would happen on May 22 according to MoDOT. Also Randy informed the Board that he had been approved for a Wellhead Protection grant from Missouri Department of Natural Resources for $17,500 to plug abandoned wells. Finally Randy stated that initial approval had been given by Ozarks Transportation Organization for $125,000 for approximate 2,000 ft of sidewalk from Jackson Street to the Recreation Center along the west side of Z Highway. Aldermen Duvall asked Randy about the potential for sidewalks down Hunt Road, south of McDonalds. Randy stated that staff was constantly looking for grants and money to pay for additional sidewalks and that a sidewalk master plan was in the works. Aldermen Duvall expressed a wish that this section get sidewalk because of increased foot traffic by kids. Public Works Report Public Works Director, Charlie Jones updated the Board of Aldermen on the Interconnect/Chlorination Project. Charlie then explained the Work Order System that Public Works utilized and stated he was working on breaking it down by department. He stated that they were also seeing a lot of water line breaks in Willard and the former Meadows system. Community Services Report Kevin McDonald, Parks and Recreation Director informed the Board of Aldermen of a couple of grants that the department had been approved for or received. Also the department had received more money for the sports scholarship program, a successful Easter Egg Hunt, a successful St. Patrick’s Day Dance, new business sponsors, baseball field renovations were continuing, a recycling program has begun at the Recreation Center, a Rummage Sale was planned, and an event with the Missouri State Men’s Basketball team was scheduled. Kevin stated the Park Board had approved a scout project for signs at Jackson Street Park. Aldermen Vincent asked if they planned on selling signs at the Aquatics Center and Kevin stated that Brandon was working on a proposal. Willard Board of Aldermen Meeting April 13, 2009 Page 4 of 7 Aldermen Duvall thanked Kevin for all of his hard work and stated that the Parks Programs were greatly improved. Ozarks Coca-Cola Bottling Company Proposal Kevin McDonald went over the proposal that had been recommended by the Parks Department and requested that staff move forward with drafting a contract. Motion made by Aldermen Vincent and seconded by Aldermen Duvall to move forward with drafting a contract based on the proposal from Ozarks Coca-Cola Bottling Company for an extension of the current contract with the Parks and Recreation Department. Aldermen Simpson- I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Adopting a New Code of Ordinances BILL NO. 09-06 ORDINANCE NO. 090413 AN ORDINANCE ADOPTING AND ENACTING A NEW CODE OF ORDINANCES OF THE CITY OF WILLARD; ESTABLISHING THE SAME; PROVIDING FOR THE REPEAL OF CERTAIN ORDINANCES NOT INCLUDING THEREIN, EXCEPT AS HEREIN EXPRESSLY PROVIDED; PROVIDING FOR THE MANNER OF AMENDING SUCH CODE OF ORDINANCES; PROVIDING PENALTY FOR THE VIOLATION THEREOF; AND PROVIDING WHEN THIS ORDINANCE SHALL BECOME EFFECTIVE. Second reading was conducted by Deputy City Clerk, Kate Gould. (The first reading was approved at the March 9, 2009 Board of Aldermen Meeting.) Motion made by Aldermen Vincent and seconded by Aldermen Hood to approve the second reading. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Walnut Lane Acceptance BILL NO. 09-08 ORDINANCE NO. 090413A AN ORDINANCE APPROVING THE ACCEPTANCE OF THE GRANT OF OWNERSHIP OF A PRIVATE ROAD AS A PUBLIC STREET BY THE CITY OF WILLARD AFTER IMPROVEMENTS ARE MADE IN ACCORDANCE WITH CITY STANDARDS. First reading was conducted by Deputy City Clerk, Kate Gould. Motion made by Aldermen Vincent and seconded by Aldermen Lloyd to approve the first reading. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Second reading was conducted by Deputy City Clerk, Kate Gould. Willard Board of Aldermen Meeting April 13, 2009 Page 5 of 7 Motion made by Aldermen Duvall and seconded by Aldermen Hood to approve the second reading. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Intergovernmental Agreement with Greene County BILL NO. 09-09 ORDINANCE NO. 090413B AN ORDINANCE ACCEPTING THE AGREEMENT WITH GREENE COUNTY, MISSOURI, TO CONTRIBUTE TO THE COST OF THE EAST JACKSON STREET AND HIGHWAY 160 INTERSECTION IMPROVEMENTS. First reading was conducted by Deputy City Clerk, Kate Gould. Motion made by Aldermen Lloyd and seconded by Aldermen Johnson to approve the first reading. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Second reading was conducted by Deputy City Clerk, Kate Gould. Motion made by Aldermen Duvall and seconded by Aldermen Hood to approve the second reading. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Intergovernmental Agreement for Justice Assistance Grant RESOLUTION NO. 090413C A RESOLUTION OF THE BOARD OF ALDERMEN FOR THE CITY OF WILLARD, MISSOURI, APPROVING AN INTER-LOCAL AGREEMENT BETWEEN GREENE COUNTY, THE CITY OF SPRINGFIELD, THE CITY OF REPUBLIC, AND THE CITY OF WILLARD FOR THE DISBURSEMENT OF FEDERAL JAG FUNDS. Motion made by Aldermen Lloyd and seconded by Aldermen Duvall to approve the proposed resolution. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Old Business Aldermen Simpson stated that he had four items that he would like to discuss. First he stated that he would like to know why he had not received a weekly summary from the Mayor. Aldermen Simpson stated that Mayor Schoolcraft had agreed to provide the Aldermen a weekly summary at the previous Board of Aldermen meeting. Mayor Schoolcraft stated that he would meet or discuss over the telephone what was going on with any Aldermen who contacted him. Mayor Schoolcraft stated that the structure of the city did not call for the Aldermen to report to him and he did not report to the Aldermen. Willard Board of Aldermen Meeting April 13, 2009 Page 6 of 7 Aldermen Simpson stated that the cost for the second slide was above the approved amount of $65,000 because of the addition of a pump that cost $3,650. Aldermen Simpson stated that he would like open and honest booking keeping from staff and the Mayor. Aldermen Simpson stated that there was a problem with the Land Development Regulations M-2 zoning since the city had an entity that was less than the 200 ft between zoning districts, both owned by the same entity. Aldermen Simpson stated that it was his understanding that the Land Development Regulations should be changed if this was going to be the policy so that everyone else could develop property in the same manner. Aldermen Simpson stated that he would like to discuss this issue in the future. Aldermen Simpson then asked if the letter to the Greene County Health Department, requesting assistance with the monitoring of air quality around Conco Quarries, Inc. had been sent. Mayor Schoolcraft pointed out that a copy of the letter was included in the packets sent to the Aldermen and he distributed a copy of the letter that had been received from Greene County regarding the request that day. Mayor Schoolcraft stated that the Springfield-Greene County Health Department stated in their response letter that they did not monitor air quality outside of the city limits of Springfield and recommended contacting DNR. Aldermen Vincent asked CFO Karen Robson about the status of the pool budget. Karen stated that we were still under budget at this time and that she would mail out an updated summary to the Aldermen. Motion made by Aldermen Duvall and seconded by Aldermen Johnson to adjourn the meeting. Aldermen Simpson-I, Aldermen Johnson-I, Aldermen Lloyd-I, Aldermen Hood-I, Aldermen Duvall-I, Aldermen Vincent-I. All votes aye. Motion carried. Meeting adjourned. Kate Gould, Deputy City Clerk Willard Board of Aldermen Meeting April 13, 2009 Page 7 of 7