Board of Aldermen Meeting and Budget Work Session

Meeting Agenda

MEETING NOTICE
BUDGET WORK SESSION

A Budget Work Session will be held on October 28 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 budget presentations by the Police and Public Works Departments for the 2014 fiscal period.

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

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BUDGET WORK SESSION AGENDA
October 28, 2013
6:00 p.m.

At 300 Park Drive

Call To Order – Mayor Pogue

Police Department Budget Overview for 2014
Presented by Police Chief Steve Schicker

Public Works Department Budget Overview for 2014
Presented by Director of Public Works / City Engineer Gary Kramer

7:00 p.m. -- Adjourn

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CITY OF BALLWIN
BOARD OF ALDERMEN MEETING
October 28, 2013 7:00 p.m.

At 300 Park Drive, Donald “Red” Loehr Police & Court Center
www.ballwin.mo.us

1. Call to Order

2. Roll Call

3. Pledge of Allegiance

4. Approval of Minutes: October 14, 2013 Budget Work Session & Board of Aldermen meeting

5. Presentation: “Storm Ready Overview” by Lego Robotics Team Competition

6. Pending Issues: None

7. Citizen Comments

8. Public Hearing: None

New Business:

9. Legislation Next Ordinance # 13-40
     A. Bill # 3810 Fee Increase for The Pointe & North Pointe
     B. Bill # 3811 Clayton Corners Parking
     C. Bill # 3812 AT&T Telecommunications Tower
     D. Bill # 3813 Enclave At Lucerne Subdivision PSD Plan Approval

10. Consent Items
      A. Employee Life Insurance Audit

11. Mayor’s Report

12. City Administrator’s Report
     A. Audit Services
     B. Clayton Road Maintenance

13. Staff Reports
     A. None.

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 28, 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 October 14 Budget Work Session and Board of Aldermen meeting are submitted for approval.

FEE INCREASES (Bill 3810)
This legislation would increase the membership fees at The Pointe community center by 9%. The senior rates would not be affected.

CLAYTON CORNERS PARKING (Bill 3811)
This legislation would prohibit parking on the east side of this street from 6:00 p.m. to 9:00 p.m., seven days a week.

AT&T TELECOMMUNICA-TIONS TOWER, S.U.E. AMENDMENT (Bill 3812)
AT&T has not been able to properly fly the flag from the new tower in New Ballwin Park. They have submitted this petition to amend the S.U.E. so that it is no longer required to fly a flag or maintain the monopole tower as a flagpole.

ENCLAVE AT LUCERNE SUBDIVISION FINAL PSD PLAN APPROVAL (Bill 3813)
McKelvey Homes has petitioned for a final PSD site plan approval for its Enclave At Lucerne Subdivision at 628 – 630 Kehrs Mill. The final plan is not substantively different from the approved preliminary plan.

EMPLOYEE LIFE INSURANCE AUDIT
It is recommended that we switch this benefit from our current provider to Minnesota Life, who submitted the lowest competitive bid for the same coverage.

AUDIT SERVICES
Our current 3-year contract has expired and a 1-year extension which reflects a 7.8% cost increase has been proposed. Board direction, with respect to an extension or a formal bid solicitation, is requested so we can proceed accordingly.

CLAYTON ROAD MAINTENANCE
St. Louis County has taken over this roadway from MoDOT. The County has requested that we accept responsibility for all enhancements with the exception of the paved surface. Direction regarding the jurisdictional transfer is requested.

Meeting Minutes

MINUTES BUDGET WORK SESSION
City of Ballwin
October 28, 2013

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

The Budget Work Session was called to order at 6:04 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, Human Resource Coordinator Haley Morrison, and City Attorney Robert Jones.

City Administrator Kuntz said that the goal for 2014 is to present a budget that does not rely upon additional supplement from cash reserves to achieve balance. While projected expenses exceed projected revenues for 2014, we anticipate a much smaller supplement from reserves for the year ending 2013 than we had originally budgeted. The savings are expected to more than compensate for the 2014 budgetary shortfall. In light of modest revenue projections, the emphasis has been on cost containment. None of the utilities have applied for a rate increase; therefore, we will be using our 2013 numbers for budgeting. The only new position that is proposed is for the arborist.

Police Operating Budget Overview:
Police Chief Steve Schicker said that the 2014 Operating Budget represents the essential needs in personnel and equipment for the effective and efficient operations of the Ballwin Police Department. A review of the budget is based on projections from historical data. The trends from this data fluctuate with usage and necessity to provide services.

The Operating budget proposal is $5,747,585. The four programs are: Management/Administration 8.3%, Field 66%, Communications 13.2%, Detectives 11.8%. There are no manpower increases proposed. Staff includes 51 Commissioned Police Officers, with 15 having 20+ years with the City of Ballwin, and 11 having less than 5 years. Civilian employees include 10 Dispatchers and 2 Records Clerks. Field Operations is the largest portion of the budget since 82.4% of the personnel are assigned to this program. The proposed 2014 Police Budget reflects an increase of $312,830. This encompasses an increase in personnel costs and a 10% increase in liability insurance.

The next investment impacting the budget is the final phase of the building remodel. In 2012 and 2013, wall coverings were removed, interior and exterior of the building was painted, the UPS system was upgraded, and flooring was replaced on the first floor.

The final phase proposed for 2014 includes replacing the floor covering on the lower level, replacing the lobby furniture, reconditioning the office cubical furniture, and sealing and striping the parking lot.

In the ongoing effort to improve services, a NIXLE upgrade is proposed for the 2014 budget. NIXLE is an excellent outreach to export emergency and notification information to the community. It has been expanded to provide for private messaging to selective groups, including geographic targeting and employee notification. Under the current format, NIXLE is free, but this upgrade in service capabilities is at a cost of $4,895 for the 2014 budget year.

Five police vehicles are requested for replacement. These will be taken from State Bid. One of the five will replace a 2005 detective vehicle due to mileage and maintenance issues.

Chief Schicker provided an update on the communications upgrade through the St. Louis County Emergency Communications Commission, which will begin phasing in the new radio system tentatively scheduled for implementation fir the third quarter of 2014. This will provide interoperable communications through St. Louis County at no cost to the City of Ballwin. Our 2014 budget is offset by the Manchester Police contract, which is $143,923.

Alderman Dogan asked about the vehicle rotation program. Police Chief Schicker said that 4 cars are requested for Field Operations and one for the Detective Bureau.

City Administrator Kuntz said that after 3 or 4 years of constant use, vehicle maintenance becomes more expensive.

Alderman Dogan asked if license plate reader technology would be useful for Ballwin? He said he was told that it’s not applicable to our law enforcement needs. He asked what would be the process if this was going to be implemented? Could this be done with a grant? Police Chief Schicker said that any grant opportunity would be presented to City Administrator Kuntz prior to it being implemented. Ballwin is not in the position of needing this technology at this time.

City Administrator Kuntz said that if we were going to embark on such a radical policy issue, it would involve such significant policy questions that it would be presented to the Board before implementation. On some grant applications, we are asked for a resolution of support from the Board.

Alderman Dogan asked if St. Louis County would have the authority to install speed cameras in Ballwin without our consent. Police Chief Schicker said no.

Alderman Fleming asked did our effort last year to adjust the compensation plan have a positive effect on employee retention. Police Chief Schicker said he didn’t have any turnover. City Administrator Kuntz said that the pay plan does not address compression, and that Chief Schicker had discussed this issue with him. It’s beyond our financial resources at this time to make a recommendation.

Alderman Fleming asked about changes in the inter-governmental cooperation with communications or additional needed technology. Police Chief Schicker said there’s nothing at this time and nothing on the IT’s needs or wants list. Nothing is outdated at this time that is pressing.

Public Works Budget Overview:
City Engineer Gary Kramer presented the budget overview. He said that resurfacing projects now have to include ADA curb ramp updates. We will do striping in the coming year under County contract. He said there is a need to add a vehicle tracking system. There are dump trucks that need to be replaced, but it’s not in the budget for 2014.

Alderman Boland asked if the sidewalks are being widened to the minimum standard. City Engineer Kramer said only tripping hazards will be repaired. Standard residential sidewalks are four-feet wide.

Alderman Fleming asked about deferred equipment purchases.

Alderman Finley asked about mosquito fogging costs. City Administrator Kuntz said that Ballwin has not been billed as much as anticipated. There were a lot of mosquitos in his yard this summer. City Engineer Kramer said he received a partial list of complaints from the County. Some people called the County directly since the City website had their phone number.

City Engineer Kramer said he expects some streets in Ballwin will be added to the Federal eligibility list for funding, but still will have competition.

There was no additional discussion.

A motion was made by Alderman Leahy and seconded by Alderman Boland to adjourn the Budget Work Session. A voice vote was taken with a unanimous affirmative result. Mayor Pogue declared the meeting adjourned at 6:40 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 28, 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 7:00 p.m.

PRESENT                                                                     ABSENT
MAYOR TIM POGUE
ALDERMAN MICHAEL FINLEY                       ALDERMAN JIMMY TERBROCK
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

Mayor Pogue said that Alderman Terbrock was not feeling well and would not be able to attend the meeting.

The Pledge of Allegiance was given.

MINUTES
The Minutes of the October 14, 2013 Budget Work session were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve the Minutes. A voice vote was taken with a unanimous affirmative result and the motion passed.

The Minutes of the October 14, 2013 Board of Aldermen meeting were submitted for approval. A motion was made by Alderman Fleming and seconded by Alderman Finley to approve the Minutes. A voice vote was taken with a unanimous affirmative result and the motion passed.

PRESENTATION
Storm Ready Overview by Phantom of the Lego Robotics Team: Members of the team, Katie Montgomery, Matt Montgomery, Catherine Colletti and Michael Colletti presented to the Board necessary steps in achieving Storm Ready status. Their goal is to make sure cities are prepared for natural disasters and that citizens know what to do in the face of a natural disaster. They provided the storm ready application and offered assistance for certification. Mayor Pogue suggested that Metro West be included in the project on a larger area participation and to work in conjunction with the National Weather Service. Alderman Fleming asked that Police Chief Schicker continue to pursue this project. He also noted that St. Louis City & St. Louis County and other government entities in Missouri already carry the storm-ready designation.

PENDING ISSUES
None.

CITIZEN COMMENTS
None.

PUBLIC HEARINGS
None.

NEW BUSINESS

LEGISLATION

BILL # 3810 - AN ORDINANCE AMENDING THE AMOUNT OF FEES CHARGED FOR CERTAIN RECREATIONAL PROGRAMS.

A motion was made by Alderman Leahy and seconded by Alderman Boland for a first reading of Bill No. 3810. A voice vote was taken with a unanimous affirmative result, the motion passed and Bill No. 3810 was read for the first time.

Alderman Dogan asked if the senior rates will stay the same. City Administrator Kuntz said the senior rates will stay the same.

A motion was made by Alderman Fleming and seconded by Alderman Harder for a second reading of Bill No. 3810. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3810 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3810 with the following results:
Ayes – Fleming, Boland, Kerlagon, Harder, Finley, Leahy, Dogan. Nays – None. Bill No. 3810 was approved and became Ordinance No. 13-40.

BILL # 3811 - AN ORDINANCE AMENDING SCHEDULE G OF SECTION 15-482 REGARDING NO PARKING AREAS WITHIN THE CORPORATE LIMITS OF THE CITY OF BALLWIN, MISSOURI.

Alderman Fleming suggested that Bill 3811 be tabled at the request of several residents in Clayton Corners Subdivision. The trustees would like to meet with the police. Additionally, the trustees intend to hold their own meeting between November 8 and 13 to review the proposal.

A motion was made by Alderman Fleming and seconded by Alderman Harder to table this legislation until the next Board meeting. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3811 was tabled until the next Board meeting.

BILL # 3812 - AN ORDINANCE AMENDING THE SPECIAL USE EXCEPTION PREVIOUSLY GRANTED TO AT&T FOR A TELECOMMUNICATIONS TOWER AT NEW BALLWIN PARK.

A motion was made by Alderman Leahy and seconded by Alderman Boland for a first reading of Bill No. 3812. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3812 was read for the first time.

Alderman Kerlagon said the issue is the loss of a flag in the park. She suggested that the island area could be landscaped with vegetation and a conventional flagpole replacing the steel tower flagpole, placed in that location, so a flag would continue to fly in New Ballwin Park.

Doug Dolan, Dolan Realty Advisers, represented AT&T. He had previously proposed installing approximately $3,000 of landscaping. He questioned who would take care of the flag, lighting, lowering and raising the flag. The flag didn’t fly because of the large diameter of the flag pole. The pole has 4G antennas for high speed data.

Alderman Boland suggested a standard size flag pole with a light for evening. The current pole has been at this location since 1997 and is a landmark for Ward 4. He asked about the cost and how much AT&T would be willing to contribute.
Mayor Pogue suggested holding over this legislation for further review. Mr. Dolan said that AT&T is willing to comply with the recommendations of the Planning & Zoning Commission. AT&T leases usually are in effect for a long time.

City Attorney Jones said that Planning & Zoning recommended passage with the terms that AT&T provide a landscaping plan and a $3,000 allowance for the maintenance of the site during the term of the lease, and pay an additional $1,200/year for the lese. The landscaping and the allowance would be one-time events.

A motion was made by Alderman Boland and seconded by Alderman Leahy to table this legislation, and authorize staff to negotiate with AT&T, looking at the installation of a standard size flag pole to be illuminated and the cost considerations. A voice vote was taken with a unanimous affirmative result and the motion passed.

BILL # 3813 - AN ORDINANCE PROVIDING FOR THE APPROVAL OF A FINAL PSD DEVELOPMENT PLAN FOR THE ENCLAVE AT LUCERNE SUBDIVISION AS PROVIDED IN APPENDIX A, ARTICLE XIIA OF THE CODE OF ORDINANCES OF THE CITY OF BALLWIN, MISSOURI.

A motion was made by Alderman Leahy and seconded by Alderman Fleming for a first reading of Bill No. 3813. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3813 was read for the first time.

A motion was made by Alderman Fleming and seconded by Alderman Harder for a second reading of Bill No. 3813. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3813 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3813 with the following results:
Ayes – Fleming, Harder, Boland, Kerlagon, Dogan, Leahy, Finley. Nays – None. Bill No. 3813 was approved and became Ordinance No. 13-41.

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. Employee Life Insurance

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

MAYOR’S REPORT
Great Streets Way-Finding Signs: Mayor Pogue said that he had sent the preliminary plans for these signs to the Board. If there any landmarks that need to be added to the signs, please let him know, or City Administrator Kuntz or City Planner Aiken.

8th Best City in Missouri to Raise a Family: Mayor Pogue said Ballwin has been given this award by a consumer advocacy website called Nerd Wallet

CITY ADMINISTRATOR’S REPORT
Audit Services: City Administrator Kuntz said the 3-year contract with the current firm ended with the 2012 audit. That firm submitted a proposal for a renewal. It reflects a 7.8% increase over the base that we paid for 2012. He requested direction from the Board to either renew with this firm for one year, or for staff to solicit formal proposals.

Mayor Pogue asked what is the cost for advertising for bids. City Administrator Kuntz said about $500 for a newspaper ad. The current firm is thorough and accurate in their work. Mayor Pogue said, there was a $500 increase over the last 2 years, and now the increase is over $1,000.

A motion was made by Alderman Harder and seconded by Alderman Finley to go out for bid for the auditing service. A voice vote was taken with a unanimous affirmative result and the motion passed.

Clayton Road Maintenance: City Administrator Kuntz said St. Louis County has taken over this roadway from MoDOT. The County has requested that we accept responsibility for all enhancements, with the exception of the paved surface. They are asking that we maintain the center island medians and the sidewalks. MoDOT has stated that they will not do sidewalk maintenance. This is a policy question.

City Attorney Jones said that MoDOT has not responded what they would do if we didn’t maintain the sidewalks. Mayor Pogue said that we are in agreement to continue to maintain the medians. To stay consistent with their practice of Big Bend, Baxter and Kehrs Mill, where they maintain the sidewalks, in this case, they are not wanting to do this. City Administrator Kuntz said we have always been in agreement that we will maintain the medians. Mayor Pogue said it seems that the County is trying to pass this on to the municipalities on roadways that they maintain.

Alderman Fleming pointed out that on December 12, 2005 in Ordinance # 05-55, we agreed to do this. MoDOT spent a lot of money in our community rebuilding on this road. He said we should uphold our end of the deal, even though the ownership of the roadway has changed to the County. He asked what is included in maintenance. City Engineer Kramer said if there are cracks in the sidewalk concrete or a hazard, we would make the repairs. On the medians, we would replace dead trees and put down mulch. He said that MoDOT allowed Ballwin to build sidewalks in their rights-of-way, provided that we agreed to maintain them. MoDOT does not maintain sidewalks anywhere.

City Attorney Jones said that St. Louis County knows exactly what the issue is along Clayton Road. We need to let them know if we are going to maintain the sidewalks and medians or not. We have been taking care of the medians since they were constructed.

A motion was made by Alderman Fleming and seconded by Alderman Leahy to follow the agreement that we previously committed to. A voice vote was taken with the following result: Aye: Finley, Dogan, Harder, Fleming, Leahy, Kerlagon. Nay: Boland. The motion passed by a vote of 6-1.

STAFF REPORTS
None.

CITY ATTORNEY’S REPORT
None.

ALDERMANIC COMMENTS
None.

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 7:40 p.m.

TIM POGUE, MAYOR

ATTEST:
ROBERT A. KUNTZ, CITY ADMINISTRATOR

MC