Board of Aldermen Budget Workshop Session and Meeting

Meeting Agenda

MEETING NOTICE
BUDGET WORK SESSION

A Budget Work Session will be held on October 14 at 6:00 p.m., preceding the regularly scheduled Board of Aldermen meeting, in the Board Room of the Donald “Red” Loehr Police & Court Center, 300 Park Drive.

The session will focus on projected revenues as they relate to the 2014 fiscal period and the proposed Capital Improvement Plan for the next 5 years.

All meetings are open to the public and the building is handicapped accessible.

Residents of Ballwin are afforded an equal opportunity to participate in the programs and services of the City of Ballwin regardless of race, color, religion, sex, age, disability, familial status, national origin or political affiliation. If you are a person requiring assistance, please call (636) 227-8580 (V) or (636) 527-9200 (TDD) or 1-800-735-2966 (Relay Missouri) no later than 5:00 P.M. on the third business day preceding the hearing. Offices are open between 8:00 A.M. and 5:00 P.M. Monday through Friday.

Robert Kuntz
City Administrator

Budget Work Session Agenda

Call To Order -- Mayor Pogue 6PM

Projected Revenues: As related to the 2014 fiscal period

Capital Improvement Plan: For Next 5 Years

7:00 PM -- Adjourn

All meetings are open to the public and the building is handicapped accessible.

Residents of Ballwin are afforded an equal opportunity to participate in the programs and services of the City of Ballwin regardless of race, color, religion, sex, age, disability, familial status, national origin or political affiliation. If you are a person requiring assistance, please call (636) 227-8580 (V) or (636) 527-9200 (TDD) or 1-800-735-2966 (Relay Missouri) no later than 5:00 P.M. on the third business day preceding the hearing. Offices are open between 8:00 A.M. and 5:00 P.M. Monday through Friday.

Robert Kuntz

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CITY OF BALLWIN
BOARD OF ALDERMEN MEETING AGENDA
October 14, 2013 7:00 p.m.
At 300 Park Drive, Donald “Red” Loehr Police & Court Center

1. Call to Order

2. Roll Call

3. Pledge of Allegiance

4. Approval of Minutes: September 23, 2013 Board of Aldermen meeting

5. Presentation: By City Engineer Gary Kramer

6. Pending Issues: None.

7. Citizen Comments

8. Public Hearing: None.

9. Legislation Next Ordinance # 13-37
A. Bill #3809 Glenmeadow Parking

10. Consent Items
A. Xenon School Special Use Exception Transfer
B. Golf Carts
C. Grease Lightning Special Use Exception Transfer
D. Supplemental Manpower

11. Mayor’s Report
A. Great Streets

12. City Administrator’s Report
A. Vlasis Park Electric
B. Pointe Fee Increases
C. Ballwin Grove Parking

13. Staff Reports

14. City Attorney’s Report

15. Aldermanic Comments

16. Adjourn

NOTE: Due to ongoing City business, all meeting agendas should be considered tentative. Additional issues may be introduced during the course of the meeting.
CLOSED SESSION: Pursuant to Section 610.022 RSMo., The Board of Aldermen could, at any time during the meeting, vote to close the public meeting and move to closed session to discuss matters relating to litigation, legal actions, and/or communications from the City Attorney, as provided under Section 610.021(1) RSMo., and/or personnel matters under Section 610.021(13) RSMo., and/or employee matters under Section 610.021(3) RSMo., and/or real estate matters under Section 610.021(2) or other matters as permitted by Chapter 610.

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BOARD OF ALDERMEN MEETING BRIEFS
October 14, 2013 7:00 p.m.
300 Park Drive – Donald “Red” Loehr Police & Court Center

This is a condensed summary of the action items which will be considered at tonight’s Board Meeting. It has been prepared to give you a greater understanding of the issues which will be discussed. If you have comments, questions, or concerns, please call (636) 227-8580. If you would like to know more about the programs or services which we provide, please dial our 24-Hour Information Line (636) 207-2300, or visit us on the web at www.ballwin.mo.us.

CITIZEN COMMENTS

If you wish to address the Board during this meeting, please fill out the “Citizen Comments: To Address the Board of Aldermen” form and place it in the tray on the table in the center of the Board Room before the meeting begins. Topics of a global nature, such as requests for ballot initiative endorsements, should be submitted in writing to the City Clerk at 14811 Manchester Road, or e-mailed to mclark@ballwin.mo.us prior to the meeting.

Please limit your comments to 3 minutes as an individual and 5 minutes representing a group. Please avoid repeating comments others have already made.

Thank you for your cooperation.

MINUTES
The Minutes from the September 23 Board of Aldermen meeting are submitted for approval.

GLENMEADOW PARKING (Bill 3809)
This legislation extends the no-parking restriction along Glenmeadow Drive.

XENON SCHOOL S.U.E. TRANSFER
The Xenon School, dba Xenon International School of Hair Design, at 15429 Clayton Road in Claymont Plaza, has been sold. The new owner, dba Xenon International Academy, is requesting a transfer of the Special Use Exception for a business/ vocational school.

GOLF CARTS
It is recommended that these replacements be purchased from M & M Golf Cars, who submitted the low bid of $11,640 with trade.

GREASE LIGHTENING S.U.E. TRANSFER
The Grease Lightening oil change business at 14925 Manchester Road, formerly the Valvoline Instant Oil Change business, has recently changed hands. The new owner, Grease Lightening, is requesting that the Special Use Exception for a motor vehicle service and repair business be transferred from the previous owner.

SUPPLEMENTAL MANPOWER
It is proposed that we hire up to 6 temporary laborers to assist with the annual leaf collection program. It is recommended that this contract be awarded to Westside Personnel Services, who submitted the lowest and best bid.

GREAT STREETS
Mayor Pogue would like to provide a progress report on this multi-city endeavor.

VLASIS PARK ELECTRIC
For a second time, we have solicited competitive bids to upgrade the electric service at Vlasis Park. Once again, the bids exceeded budget estimates for this project. It is recommended that all bids be rejected by motion.

POINTE FEE INCREASES
In the interest of maintaining a cost neutral business plan, it is proposed that we increase our rates effective January 1, 2014. A motion to draft the necessary legislation to affect this change is requested.

BALLWIN GROVE PARKING
We continue to receive complaints from adjacent residential neighborhoods as a result of overflow parking from this commercial development. The only apparent solution would be to restrict parking along Clayton Corners and Sunset Forest Court. This would require legislative action.

 

Meeting Minutes

BUDGET WORK SESSION MINUTES
City of Ballwin
October 14, 2013

The Minutes are prepared in summary to reflect the overall discussions – not verbatim quotes.

The Budget Work Session was called to order at 6:03 p.m. by Mayor Pogue. In attendance were Aldermen Jimmy Terbrock, Michael Finley, Mark Harder, Shamed Dogan, Frank Fleming, Jim Leahy, Kathy Kerlagon and Mike Boland. Also in attendance were City Administrator Robert Kuntz, Assistant City Administrator Tom Aiken, Chief of Police Steve Schicker, Director of Parks and Recreation Linda Bruer, Director of Public Works Gary Kramer, Finance Officer Denise Keller, and City Attorney Robert Jones.

Revenue Overview:
City Administrator Kuntz reported that overall, we expect 2014 revenues to be slightly higher than projected for 2013. As we will illustrate, utility receipts should be relatively flat since no rate increases have been proposed and our consumer base has not expanded significantly. Similarly, rec fees are expected to be relatively stable. Sales tax should show a slight uptick. We have been trending upward since 2012 as the economy has shown signs of strengthening and many of our “dark” spaces have been filled. Unfortunately, the retail occupancy trend has favored neighborhood commercial and service uses, as opposed to big box which tend to generate more sales tax revenue.

Bottom line, we are projecting an Operating budget revenue increase of $525,582 over 2013 budget estimates. This will place increased emphasis on cost containment. If we can cap expenditures at or near 2013 funding levels, we should be able to make the expenditure numbers work for 2014.

Finance Officer Keller said the largest revenue source is sales tax, which is 38% of total receipts. Other taxes are motor fuel, motor vehicle fees, vehicle sales tax, County road tax, cigarette tax, cable tv and cell tower fees, business licenses contractor licenses, inspections, etc. Public utility licenses is the second largest revenue source for the City. This includes gross receipts on gas, water, telephone and electric. Community programs make up 15% of the revenues and includes golf course, aquatic center, The Pointe, and Ballwin Days Festival receipts. Police and Communications provide 2% of the City’s revenues. Ballwin receives 1% of the county-wide sales tax pool revenues.

Sales tax receipts are shown in both the operating and capital sides of the budget. Each year sales tax revenues changed and each category varies. This coming year, operating will show $6,575,000, and Capital will show $840,000.

She said we are projecting a 1.7% increase in sales tax revenues in 2014.

County road tax is based on property values in the City of Ballwin. We’re required to spend it on improvements on roads, streets and bridges within the city.

Alderman Boland asked if the satellite companies are included in the Charter and AT&T U-verse payments? Finance Officer Keller said, we only receive payments from Charter and AT&T. Satellite companies do not utilize the right-of-way for transmission lines and do not pay a franchise fee. Telephone revenues are declining as people are continuing to switch to cell phones.

City Administrator Kuntz said that the Government Center remodel, per Board direction, is to be delayed and not done in 2014. Alderman Fleming said that for 2015, more funds will have to be moved from the operating fund for renovation of the Government Center shown in the Capital Improvement Plan. In 2014, reserve funds will be used for The Pointe. We may not be able to do everything on our wish list without depleting reserves. City Administrator Kuntz said that is one scenario. Alderman Boland said another is a borrowing scenario for The Pointe. City Administrator Kuntz said that if we want to continue accepting the out-of-state motor vehicle sales taxes, we will have to decide if we want to adopt the local use tax. In 2015, we won’t get the tax on purchase of out-of-state vehicles unless the city has a local use tax. This would be a potential revenue source.

Alderman Fleming said the Ferris Park redevelopment phase 2, is currently scheduled for an expenditure of $844,000, and a possible grant of $500,000. He would like to scale this back. We shouldn’t go into our funds above and beyond the grant. This looks good now, but we can’t count on the numbers. We’re saying that we’re going to spend $344,000 more than the grant. That might not be a good thing to do.

Alderman Boland said the Government Center remodel is on the wish list. The cost is $1,700,000 or it could be $3 million by 2015. Alderman Fleming said that Ferris Park is over 20 years old and doesn’t meet government standards any longer. The Government Center has been under consideration for a long time, along with the golf course irrigation system. The biggest problem we have is figuring out what to do about the Government Center. The numbers seem good, but we’re not sure they are right. The numbers came from consultants. Most people think that some of the best things about Ballwin are The Pointe, North Pointe, and the Golf Course. City Administrator Kuntz said this is the reason the Government Center renovation has been put on the back burner so that these facilities can be improved first. Alderman Terbrock said our revenues are not increasing enough to do what’s not essential. The Golf Course irrigation is 11 years past the time when we talked about its replacement.

Alderman Harder asked about the amount of reserves for coming years. City Administrator Kuntz said the unencumbered fund balance is approximately $7.1 million. We are living within our means, and prioritization is important.

Capital Improvements:
In terms of accounting standards definition, very few of our future projects qualify as Capital Improvements. Most street work, for example, is classified as maintenance and will be addressed under the Operating budget discussion.

City Administrator Kuntz said it is proposed that the Operating budget will be presented at the next two Board meetings under Staff Reports, as opposed to scheduling stand-alone budget work sessions. If this approach meets with your approval, we will schedule Police and Public Works for October 28, followed by Parks and Administration overviews on November 11.

There was no additional discussion. Mayor Pogue declared the meeting adjourned at 6:58 p.m.

Tim Pogue, Mayor

ATTEST:
Robert Kuntz, City Administrator

MC

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MINUTES OF THE BOARD OF ALDERMEN MEETING
CITY OF BALLWIN – 300 Park Drive
October 14, 2013

(The Minutes are prepared in summary to reflect the overall discussions – not verbatim quotes.)

The meeting was called to order by Mayor Pogue at 7:04 p.m.

PRESENT                                                                   ABSENT
MAYOR TIM POGUE
ALDERMAN JIMMY TERBROCK
ALDERMAN MICHAEL FINLEY
ALDERMAN MARK HARDER
ALDERMAN SHAMED DOGAN
ALDERMAN FRANK FLEMING
ALDERMAN JIM LEAHY
ALDERMAN KATHY KERLAGON
ALDERMAN MIKE BOLAND
CITY ADMINISTRATOR ROBERT KUNTZ
CITY ATTORNEY ROBERT E. JONES

The Pledge of Allegiance was given.

MINUTES
The Minutes of the September 23, 2013 Board of Aldermen meeting were submitted for approval.
Alderman Finley amended page 6, Mosquito Control. Alderman Finley agreed with Alderman Terbrock regarding the extent of the mosquitos in his neighborhood. He wanted to amend the minutes by striking the first sentence and substituting the following: “He is open to considering other options including Ballwin doing the spraying again, but is not convinced that any option is best yet.”

A motion was made by Alderman Finley and seconded by Alderman Leahy to approve the amendment. A voice vote was taken with a unanimous affirmative result and the motion passed.

Alderman Dogan recommended amending page 5, 4th paragraph to read as follows: Alderman Dogan asked Mr. Taylor if Dirt Cheap has been refused permits previously with other stores. He also noted that in the next paragraph, Alderman Leahy’s name was repeated twice. One should be eliminated.

A motion was made by Alderman Dogan and seconded by Alderman Finley to approve the amendment. A voice vote was taken with a unanimous affirmative result and the motion passed.

A motion was made by Alderman Fleming and seconded by Alderman Boland to approve the Minutes as amended. A voice vote was taken with a unanimous affirmative result and the motion passed.

PRESENTATION
City Engineer Gary Kramer presented Public Works Employees Linda Tate and Leonard Clark to the Board. On September 23, a Clayton Road resident called and was upset because her drive way and public sidewalk need to be cleaned after the County removed a dead deer. Since this is a County roadway, she wasn’t able to find anyone to help. Linda Tate told the resident that she would find someone to help. Lenny Clark went to the resident’s property, after getting off work, and scrubbed the driveway that evening and the next evening. She was surprised that someone would do this for a complete stranger. Mr. Kramer said he wants to recognize their efforts in going the extra mile to help this lady.

PENDING ISSUES
None.

CITIZEN COMMENTS
None.

PUBLIC HEARINGS
None.

NEW BUSINESS

LEGISLATION

BILL # 3809 - AN ORDINANCE AMENDING SCHEDULE G OF SECTION 15-482 REGARDING NO PARKING AREAS WITHIN THE CORPORATE LIMITS OF THE CITY OF BALLWIN, MISSOURI.

A motion was made by Alderman Boland and seconded by Alderman Leahy for a first reading of Bill No. 3809. A voice vote was taken with a unanimous affirmative result, the motion passed and Bill No. 3809 was read for the first time.

Alderman Finley said he reviewed the code and the locations of this restriction. It’s going from Glenmeadow on the north side of the street from Manorcrest east to Henry. In the past, it only went to Baywillow.

A motion was made by Alderman Fleming and seconded by Alderman Leahy for a second reading of Bill No. 3809. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3809 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3809 with the following results:
Ayes – Fleming, Leahy, Terbrock, Dogan, Boland, Harder, Finley, Kerlagon. Nays – None. Bill No. 3809 was approved and became Ordinance No. 13-39.

CONSENT ITEMS: (Budgeted items which are low bid and do not exceed expenditure estimates and/or items which have been previously approved in concept.)

A. Xenon School Special use Exception Transfer
B. Golf Carts
C. Grease Lightening Special Use Exception Transfer
D. Supplemental Manpower

Alderman Finley asked about Item D. He asked if this is the same company that was previously used. City Administrator Kuntz said this company was used last year. There have been no issues with this company.

A motion was made by Alderman Fleming and seconded by Alderman Leahy to accept the Consent Items. A voice vote was taken with a unanimous affirmative result and the motion passed.

MAYOR’S REPORT

Ballwin Days Co-Chairman: Mayor Pogue recommended re-appointment of Jim Lieber as co-chairman of the Ballwin Days Committee, whose term expires on December 31, 2013. The new expiration term will be December 31, 2016.

A motion was made by Alderman Finley and seconded by Alderman Fleming to re-appoint Jim Lieber as Ballwin Days Co-Chairman. A voice vote was taken with a unanimous affirmative result and the motion passed.

Great Streets: Mayor Pogue said MoDOT is finalizing their design plans and will come to the Board for inter-governmental agreements as part of the $5 million enhancements. Cindy Pool is the Ellisville representative and on the City Council. Matt Pirrello stepped aside.

CITY ADMINISTRATOR’S REPORT

Vlasis Park Electric: City Administrator Kuntz said the project was bid out for a second time. There were two bids and both exceeded our projections and estimates. The project will be re-budgeted for 2014. It’s requested that the bids be rejected at this time. Mayor Pogue said that the estimate that the City was given for budget purposes was nowhere near the true market cost.

Alderman Boland asked who provided the cost estimate. Mayor Pogue said it was an estimator from an electric contractor. City Administrator Kuntz said the plan is to make the electrical improvements before the next Ballwin Days Festival.

A motion was made by Alderman Terbrock and seconded by Alderman Leahy to reject the bids. A voice vote was taken with a unanimous affirmative result and the motion passed.

Pointe Fee Increases: City Administrator Kuntz said it has been at least nine years since facility memberships rates have been adjusted. With the improvements and the Sunday hours expanded to comply with member requests, staff reviewed all of our rates and recommends adjustments. The estimated revenue impact will be as much as $60,000 for 2014. The Pointe will remain the most economical recreation facility and fitness center in the west county area. On a monthly debit family membership, the increase will be approximately $4.00 per month or about $1.00 per family member per month on average. Since facility membership rates and rental fees are established by ordinance, it is requested that legislation be presented prior to December 1 so that staff can give members 30 days notice.

Alderman Boland asked if thought was given to raising the non-resident rates higher than resident rates. City Administrator Kuntz said it was not considered because non-resident rates permeates through all of our fee structures. The same proportionate formula is applied throughout. If we changed the mix too much, it will change facility usage. The Pointe has to maintain its competitive position relative to alternative private facilities in the area.

Alderman Dogan said the senior rate has decreased. It should either remain the same or also be increased.

Alderman Harder asked about the Silver Sneakers Program and how it relates to the increase. Ms. Bruer said that Silver Sneakers reimburses the City on a per-visit basis that more than covers the proposed membership rate.

City Administrator Kuntz said the increases should start in January, 2014.

Alderman Kerlagon said she has seen senior citizens that have greatly improved their physical condition by using the programs at The Pointe.

A motion was made by Alderman Boland and seconded by Alderman Harder to draft legislation in support of Section 18-9 to be reviewed at the next Board meeting. A voice vote was taken with a unanimous affirmative result and the motion passed.

Ballwin Grove Overflow Parking: City Administrator Kuntz said that after monitoring this issue over a period of time, the situation still exists. It’s proposed to amend the parking ordinance to include a restriction for the basic hours of operation, 7 days per week on Clayton corners Drive and Sunset Forrest Ct.

Alderman Fleming said the issue is not only the parking caused by popular sporting events, it is also that emergency vehicles cannot drive through the area.

A motion was made by Alderman Fleming and seconded by Alderman Leahy to draft legislation for parking restrictions. A voice vote was taken with a unanimous affirmative result and the motion passed.

Proclamation Presentation: Mayor Pogue introduced Senator Eric Schmitt, who presented the Board with a Resolution for being named the 2013 Best Place to Raise Kids in Missouri. He expressed congratulations from the Missouri Senate.

STAFF REPORTS
None.

CITY ATTORNEY’S REPORT
None.

ALDERMANIC COMMENTS

Don Essen Recognition: Alderman Harder asked if the City could recognize a lifetime of service by Don Essen to the City of Ballwin. This would be appropriate for his family since his passing. City Administrator Kuntz suggested that the Board provide their suggestions to Alderman Harder for discussion at the next Board meeting. His service was also through the Chamber of Commerce and local service organizations.

Lego Robotics Competition: Alderman Fleming said he was approached by a group of middle school children who are participating in the Lego Robotics Competition. The theme this year is emergency preparedness, particularly a storm-ready designation. St. Louis County and St. Louis City are storm-ready. This is in line with our emergency operations plan. They will be making a presentation to the Board at the next meeting.

Lucerne Place: Alderman Harder said we’ve been approached by McKelvy Homes regarding Lucerne Place. There are two homes that have been made available to the Ballwin Police Dept. and Metro West Fire to practice any tactics before they are torn down. Metro West is interested in doing this. The tear down is scheduled for later this month.

Adjourn: A motion was made by Alderman Fleming and seconded by Alderman Boland to adjourn. The motion passed unanimously and the meeting was adjourned at 7:41 p.m.

TIM POGUE, MAYOR

ATTEST:
ROBERT A. KUNTZ, CITY ADMINISTRATOR

MC