Board of Aldermen Meeting

CITY OF WILLARD BOARD OF ALDERMEN REGULAR MEETING December 12, 2022 7:00 p.m. Staff present: Interim City Administrator, Steve Bodenhamer; Acting City Clerk, Dona Slater; Parks Director, Jason Knight; Police Officer, JD Landon; Director of Public Works, Justin Sorgen; Director of Finance, Carolyn Halverson; City Planner, Scott Hayes; and Economic Development Director, Greg Williams. City Attorney Ken Reynolds was present. Citizens in attendance: Jen Rowe, Bradley Mowell, Stacie Wells, Stan Liedel, and Representative Bill Owen. Call to Order. Mayor Snider called the meeting to order at 7:00 p.m. Roll Call. The Acting City Clerk conducted the Roll Call. Alderman Simmons-present, Alderman Hendrickson-present, Alderman Whitman-present, Alderman Baird-present, Mayor Snider-present, Alderman Hall-not present. Agenda Amendments/Agenda Approval. Motion was made by Alderman Whitman and seconded by Alderman Baird to approve the Agenda. Motion carried with a vote of 4-0. Voting aye: Aldermen Hendrickson, Simmons, Whitman and Baird. Consent Agenda. Alderman Baird requested the Minutes for the November 28, 2022 regular meeting be separated from the Consent Agenda because he was not present. Motion was made by Alderman Whitman and seconded by Alderman Baird to approve the Consent Agenda with the Minutes from the regular meeting on November 28, 2022 broken out separately as Alderman Baird was not at that meeting. Motion carried with a vote of 4-0. Voting aye: Aldermen Hendrickson, Simmons, Whitman and Baird. Minutes from the regular meeting on November 28, 2022 Motion was made by Alderman Hendrickson and seconded by Alderman Simmons to approve the Minutes from the regular meeting on November 28, 2022. Motion carried with a vote of 3-0. Voting aye: Aldermen Hendrickson, Simmons and Whitman. Alderman Baird abstained. Discussion/Vote on current Outstanding Invoices, Draft and Check Paid Invoices for November/December 2022. Motion was made by Alderman Simmons and seconded by Alderman Baird to approve the current Outstanding Invoices, Draft and Check Paid Invoices for November/December 2022. Motion carried with a vote of 4-0. Voting aye: Aldermen Hendrickson, Simmons, Whitman and Baird. Administrator’s Report. The Interim City Administrator presented his report. Economic Development Director’s Report. The Economic Development Director presented his report. 12-12-2022 BOA Minutes Page 1 Citizen Input. Stan Liedel and Stacie Wells of Allison Sports Town are searching for ARPA funds and need a sponsor. They asked the City of Willard to apply for a grant on their behalf. The application must be submitted in two (2) days. After discussion, the Aldermen decided that as there is no benefit to the City of Willard and with such a short time to submit the grant application they cannot agree to sponsor Allison Sports Town’s grant application. State Representative Bill Owen let the Aldermen know he is always available for questions. He is working to improve the intersection of I-44 and highway 160 and would like to ultimately extend James River Freeway to Willard. Ordinance accepting the Proposed 2023 Budget for the City of Willard (2nd Read) Discussion/Vote. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Whitman and seconded by Alderman Simmons to accept the Proposed 2023 Budget for the City of Willard. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. Ordinance Extending the On Call Consulting Engineering Agreement with SW Missouri Engineering, LLC d/b/a Cochran (1st & 2nd Read) Discussion/Vote. The first (1st) read was conducted by the Acting City Clerk. Motion was made by Alderman Hendrickson and seconded by Alderman Baird to approve the Ordinance Extending the On Call Consulting Engineering Agreement with SW Missouri Engineering, LLC d/b/a Cochran. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Hendrickson and seconded by Alderman Whitman to approve the Ordinance Extending the On Call Consulting Engineering Agreement with SW Missouri Engineering, LLC d/b/a Cochran. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. Ordinance Accepting the 2023 Park Fees for the City of Willard (1st & 2nd Read) Discussion/Vote. The first (1st) read was conducted by the Acting City Clerk. Motion was made by Alderman Baird and seconded by Alderman Hendrickson to approve the Ordinance accepting the 2023 Park Fees for the City of Willard. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Simmons and seconded by Alderman Whitman to approve the Ordinance accepting the 2023 Park Fees for the City of Willard. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. Ordinance Accepting the Parks Donation Policy (1st & 2nd Read) Discussion/Vote. The first (1st) read was conducted by the Acting City Clerk. Motion was made by Alderman Baird and seconded by Alderman Simmons to approve the Ordinance Accepting the Parks Donation Policy. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Whitman and seconded by Alderman Hendrickson to approve the Ordinance Accepting the Parks Donation Policy. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. 12-12-2022 BOA Minutes Page 2 Ordinance Granting a Utility Easement to DGOGWILLARDMO03092022, LLC d/b/a Dollar General (1st & 2nd Read) Discussion/Vote The first (1st) read was conducted by the Acting City Clerk. Motion was made by Alderman Simmons and seconded by Alderman Whitman to approve the Ordinance Granting a Utility Easement to DGOGWILLARDMO03092022, LLC d/b/a Dollar General. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Hendrickson and seconded by Alderman Baird to approve the Ordinance Granting a Utility Easement to DGOGWILLARDMO03092022, LLC d/b/a Dollar General. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Whitman, Hendrickson and Simmons. Ordinance Approving Notice of Non-Renewal of Building Lease with Ozarks Greenways (1st & 2nd Read) Discussion/Vote. Alderman Hendrickson stated he has some reservations and is concerned how a new business at this address could affect existing businesses. Alderman Baird asked if the current businesses have been reached out to. The Economic Development Director stated that they have not. The Aldermen asked the City Attorney to draft a Memorandum of Understanding with Ozarks Greenways that the lease will go back to the City of Willard if the prospective tenant backs out. It was requested this Ordinance be tabled until the next regular meeting on December 27, 2022. Motion was made by Alderman Hendrickson and seconded by Alderman Baird to table the Ordinance Approving Notice of Non-Renewal of Building Lease with Ozarks Greenways until the next regular meeting on December 27, 2022. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Simmons, Whitman and Hendrickson. Ordinance Approving an Agreement with IWORQ for Planning Software (1st & 2nd Read) Discussion/Vote The first (1st) read was conducted by the Acting City Clerk. Motion was made by Alderman Simmons and seconded by Alderman Baird to accept the Ordinance approving an Agreement with IWORQ for Planning software. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Simmons, Hendrickson and Whitman. The second (2nd) read was conducted by the Acting City Clerk. Motion was made by Alderman Baird and seconded by Alderman Simmons to accept the Ordinance approving an Agreement with IWORQ for Planning software. Motion carried with a vote of 4-0. Voting aye: Aldermen Whitman, Simmons, Hendrickson and Baird. Discussion/Vote to approve Liberty Utility Streetlight Changes. a. Hughes and Granite b. Arrowhead and Holly Ridge c. 104 Sawmill Motion was made by Alderman Hendrickson and seconded by Alderman Baird to approve Liberty Utility Streetlight Changes at Hughes and Granite, and Arrowhead and Holly Ridge with staff to determine the location of 104 Sawmill and resubmit. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Whitman, Hendrickson and Simmons. Approval of Job Description and advertising for the position of City Clerk Discussion/Vote. 12-12-2022 BOA Minutes Page 3 Motion was made by Alderman Hendrickson and seconded by Alderman Simmons to approve the Job Description and advertising for the position of City Clerk. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Baird, Whitman and Hendrickson. Discussion of Sewer Collection System Logistics. The Interim City Administrator presented a verbal report. Improvements are needed at lift stations B and D. Lift station B is at capacity. The cost to upgrade the 94 lift station is around six (6) million dollars. A wastewater treatment facility will cost around twenty (20) million dollars. The City of Willard will need to relieve choke points in the sewer system to increase capacity. He said the question is what to add and how soon. New Business. Alderman Hendrickson commented on how well the fire hydrants look after being painted. Unfinished Business. None. Recess Open Session. Motion was made by Alderman Simmons and seconded by Alderman Whitman to Recess the Open Session at 10:00 p.m. Motion carried with a vote of 4-0. Voting aye: Aldermen Whitman, Baird, Hendrickson and Simmons. Open Executive Session. Motion was made by Alderman Simmons and seconded by Alderman Hendrickson to Open the Executive Session at 10:18 p.m. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Simmons, Whitman and Hendrickson. Close Executive Session. Motion was made by Alderman Whitman and seconded by Alderman Simmons to Close the Executive Session at 10:35 p.m. Motion carried with a vote of 4-0. Voting aye: Aldermen Baird, Simmons, Hendrickson and Whitman. Adjourn Meeting. Motion was made by Alderman Simmons and seconded by Alderman Hendrickson to Adjourn. Motion carried with a vote of 4-0. Voting aye: Aldermen Simmons, Hendrickson, Whitman and Baird. The meeting was adjourned at 10:36 p.m. ___________________________ ____________________________ Dona Slater, Acting City Clerk Samuel Snider, Mayor 12-12-2022 BOA Minutes Page 4