Board of Aldermen Meeting

CITY OF WILLARD BOARD OF ALDERMEN REGULAR MEETING FEBRUARY 26, 2024 6:00 p.m. Staff present: Interim City Administrator Donna Stewart, Project Engineer Steven Bodenhamer, Director of Finance Carolyn Halverson, Police Officer J.D. Landon, Planning and Development Director Mike Ruesch, Parks and Rec Director Jason Knight, and City Clerk Dona Slater. City Attorney Holly Dodge was present. Attendees: Steve Cobb, Debbie Ihrig, Roddy Rogers, Angie Wilson, Larry Whitman, and Mark Lancaster. Call to Order Mayor Baird called the meeting to order at 6:00 p.m. Roll Call The City Clerk conducted the Roll Call. Alderman Smith-present; Alderman Hall- not present; Alderman Swatosh-present; Alderman Biellier-present; Alderman Lancaster-present; Alderman Keene-present; Mayor Baird-present. Agenda Amendments/Agenda Approval Motion was made by Alderman Smith and seconded by Alderman Biellier to approve the Agenda. Motion carried with a vote of 5-0. Voting aye: Aldermen Smith, Biellier, Lancaster, Keene, and Swatosh. Consent Agenda Motion was made by Alderman Keene and seconded by Alderman Smith to approve the Consent Agenda. Motion carried with a vote of 5-0. Voting aye: Aldermen Biellier, Smith, Lancaster, Keene, and Swatosh. Current Outstanding invoices, draft and check paid invoices for January/February 2024. Discussion/Vote Motion was made by Alderman Lancaster and seconded by Alderman Smith to approve the current outstanding invoices, and draft and check paid invoices for January/February 2024. Motion carried with a vote of 5-0. Voting aye: Aldermen Smith, Biellier, Keene, Lancaster, and Swatosh. Citizen Input None. Memorandum of Understanding (MOU) with SWMO Water. Discussion/Vote Discussion was held concerning membership with Southwest Missouri Water and the purchase of water storage from Stockton Lake. Mr. Roddy Rogers of SWMO Water was in attendance and answered questions from the Board of Aldermen. The City was a member of SWMO Water but dropped the membership a couple of years ago. The window to become a member again is closing. The membership fee is $6,065 per year. The cost of the storage will come later. No vote was taken. Ordinance accepting an agreement with Tyler Technologies Inc. for time and attendance software. (2nd Read) Discussion/Vote Ms. Carolyn Halverson said our current software for time and attendance does not integrate with our payroll software. This new software will reduce errors. 02/26/2024 BOA Minutes Page 1 The second read was conducted by the City Clerk. Motion was made by Alderman Smith and seconded by Alderman Keene to approve the Ordinance accepting an agreement with Tyler Technologies Inc. for time and attendance software. Motion carried with a vote of 5-0. Voting aye: Aldermen Swatosh, Lancaster, Keene, Biellier, and Smith. Ordinance accepting an agreement with iamGIS for Public Works software services. (2nd Read) Discussion/Vote Ms. Stewart said this software will allow the Public Works department to map out the entire area, speed up response time, and allow uploads of GPS and pictures. The second read was conducted by the City Clerk. Motion was made by Alderman Biellier and seconded by Alderman Smith to approve the Ordinance accepting an agreement with iamGIS for Public Works software services. Motion carried with a vote of 5-0. Voting aye: Aldermen Lancaster, Keene, Biellier, Smith, and Swatosh. Ordinance accepting an agreement with Land O’ Frost Inc. as the exclusive jersey sponsor for Parks 2024 sports programs. (1st & 2nd Read) Discussion/Vote Mr. Jason Knight said Land O’ Frost has been the City’s exclusive sponsor since 2013. They have sponsored over $90,000 worth of shirts. The first read was conducted by the City Clerk. Motion was made by Alderman Smith and seconded by Alderman Biellier to approve the Ordinance accepting an agreement with Land O’ Frost, Inc. as the exclusive jersey sponsor for Parks 2024 sports programs. Motion carried with a vote of 5-0. Voting aye: Aldermen Swatosh, Keene, Lancaster, Smith, and Biellier. The second read was conducted by the City Clerk. Motion was made by Alderman Keene and seconded by Alderman Biellier to approve the Ordinance accepting an agreement with Land O’ Frost, Inc. as the exclusive jersey sponsor for Parks 2024 sports programs. Motion carried with a vote of 5-0. Voting aye: Aldermen Smith, Lancaster, Biellier, Keene, and Swatosh. Ordinance accepting an agreement with Mongan Painting, LLC for sandblasting and painting of the City pool. (1st & 2nd Read) Discussion/Vote Mr. Jason Knight said there has been a hiccup as the contract didn’t pass muster. He is requesting the Board pass this Ordinance and then the contract will be re-worked. Ms. Holly Dodge said there needs to be a payment bond if the contract is over $50,000. Alderman Swatosh asked to postpone the reading of the Ordinance until the next Board meeting since he wants to see the bond and contract. Motion was made by Alderman Swatosh and seconded by Alderman Smith to postpone the reading of the Ordinance until the March 11, 2024, meeting of the Board of Aldermen. Motion carried with a vote of 5-0. Voting aye: Aldermen Swatosh, Smith, Keene, Lancaster, and Biellier. Civil Rights Non-Discrimination Policies. Discussion/Vote Mr. Steven Bodenhamer said part of the Environmental Protection Agency (EPA) award requirement is to have a Civil Rights Coordinator and policies in place. He is asking for a motion to adopt these policies. Ms. Dodge said the City will need a contract with Language Line for interpreter services. Mr. Bodenhamer said he will arrange this for the next meeting and put together a training course. 02/26/2024 BOA Minutes Page 2 Motion was made by Alderman Smith and seconded by Alderman Biellier to adopt the Civil Rights Non- Discrimination Policies. Motion carried with a vote of 5-0. Voting aye: Aldermen Keene, Smith, Lancaster, Swatosh, and Keene. Sanitary System Project Status Report Mr. Bodenhamer said the project is moving along. Allgeier, Martin is gearing up for design. They are still tweaking hydraulic modeling. The field surveying is complete. Variable frequency drives are being installed. New Business. 1. Discussion regarding ballot language for a recreational cannabis sales tax to be placed on the November 2024 election ballot. Ms. Stewart said she did a little research and got a few links she will research. Ms. Dodge said she has language available for a ballot. Alderman Swatosh asked if there is enough timeframe between now and November to do this and Ms. Sewart said yes. She said she will ask Chief Tom McClain about a law enforcement tax and see if he wants it to be on the ballot too. 2. Discussion of election sign rule changes. Mayor Sam Baird said someone asked for a revision of the City’s sign Ordinance. Our requirements are antiquated. His opinion is to change the Ordinance after the April election. After discussion the consensus of the Aldermen is to wait until after the April election to address the Ordinance. 3. Discussion of an Ordinance to require an annual independent audit of the City of Willard Financials. Ms. Stewart said she received data from Ms. Dodge that the City is required by the Constitution to have annual audits. If there are concerns, we can have an Ordinance. Mayor Baird said we do have annual audits but can codify this. She asked the Aldermen if they are interested in an Ordinance. Alderman Smith said it doesn’t hurt to have an Ordinance. Mayor Baird said we need to work up an Ordinance that mirrors State Statutes. Adjourn Meeting Motion was made by Alderman Smith and seconded by Alderman Keene to adjourn the meeting. Motion carried with a vote of 5-0. Voting aye: Aldermen Lancaster, Biellier, Keene, Swatosh, and Smith. The meeting adjourned at 7:22 p.m. __________________________ ____________________________ Dona Slater, City Clerk Sam Baird, Mayor 02/26/2024 BOA Minutes Page 3