Board of Aldermen Meeting

Meeting Agenda

To view the Meeting Agenda click here

Meeting Minutes

MINUTES OF THE BOARD OF ALDERMEN MEETING
CITY OF BALLWIN – 300 PARK DRIVE
October 22, 2012

The meeting was called to order by Mayor Pogue at 7:00 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 RICHARD BOERNER 
ALDERMAN KATHY KERLAGON 
CITY ADMINISTRATOR ROBERT KUNTZ 
CITY ATTORNEY ROBERT E. JONES 

The Pledge of Allegiance was given.

MINUTES

The Minutes of the October 8, 2012 Board of Aldermen meeting 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 8, 2012 Budget Work Session were submitted for approval.  A motion was made by Alderman Leahy and seconded by Alderman Boerner to approve the Minutes.  A voice vote was taken with a unanimous affirmative result and the motion passed.

PRESENTATION
None.

PENDING ISSUES
None.

CITIZEN COMMENTS

Mark Reizer, Krupp Construction Company:  Mr. Riser said that the night paving of Kehrs Mill Road went very well.  There were no citizen complaints.  He said that there is still one surface of asphalt to be applied to Kehrs Mill Road.  He asked that he be allowed to also do this work at night with the same schedule that was previously approved.  This will be a 3-night project.  Mayor Pogue and the Board agreed that there were no citizen complaints and the work was efficient and went well.  Mr. Riser said there will be less noise this time because there won’t be any milling.  This improves safety for the workers and traffic.

A motion was made by Alderman Leahy and seconded by Alderman Boerner to approve the request for night paving for 3 nights.  A voice vote was taken with a unanimous affirmative result and the motion passed.

Dan Thies, Chesterfield Grove, Principle of Clayton Henry, LLC, owner of Ballwin Grove:  Mr. Thies explained the need for additional parking spaces at Ballwin Grove Plaza and requested that the parking lot be enlarged.  Mayor Pogue said that additional parking is needed at this location, and that the original plan provided for the construction of additional parking if it was needed.  He recommended that City Attorney Jones review the ordinance.  If there are no other outstanding issues, that the traffic study be waived and legislation could be prepared for consideration at the next meeting.  Alderman Harder asked how many additional spaces are being requested.  Mr. Thies said there would be 35 additional spaces. 

A motion was made by Alderman Fleming and seconded by Alderman Terbrock authorize the City Attorney to review the ordinance and prepare legislation.  A voice vote was taken with a unanimous affirmative result and the motion passed. 

PUBLIC HEARINGS
None.

NEW BUSINESS

LEGISLATION

BILL # 3762 - AN ORDINANCE TO AUTHORIZE THE CITY ADMINISTRATOR TO EXECUTE A CONTRACT BETWEEN THE CITY OF BALLWIN, MISSOURI AND THE MISSOURI HIGHWAY AND TRANSPORTATION COMMISSION, PROVIDING FOR THE DESIGN AND CONSTRUCTION     OF A BRIDGE AND CULVERT AT HOLLOWAY ROAD OVER GRAND GLAIZE CREEK.

A motion was made by Alderman Finley and seconded by Alderman Leahy for a first reading of Bill No. 3762.   A voice vote was taken with a unanimous affirmative result, the motion passed and Bill No. 3762 was read for the first time.

A motion was made by Alderman Kerlagon and seconded by Alderman Boerner for a second reading of Bill No. 3762.  A voice vote was taken with a unanimous affirmative result and the motion passed.  Bill No. 3762 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3762 with the following results: 
Ayes – Kerlagon, Boerner, Terbrock, Fleming, Leahy, Dogan, Finley, Harder.  Nays – None.  Bill No. 3762 was approved and became Ordinance No. 12-39.

BILL # 3763 - AN ORDINANCE AMENDING CHAPTER 29 OF THE CODE OF ORDINANCES OF THE CITY OF BALLWIN RELATING TO NUISANCES AND REGULATIONS PERTAINING TO CERTAIN CONDITIONS ON PROPERTY AND PROCEDURES FOR ABATEMENT.

A motion was made by Alderman Harder and seconded by Alderman Finley for a first reading of Bill No. 3763.   A voice vote was taken with a unanimous affirmative result and the motion passed.  Bill No. 3763 was read for the first time.

A motion was made by Alderman Boerner and seconded by Alderman Dogan for a second reading of Bill No. 3763.  A voice vote was taken with a unanimous affirmative result and the motion passed.  Bill No. 3763 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3763 with the following results: 
Ayes – Boerner, Dogan. Terbrock, Finley, Fleming, Kerlagon, Harder.  Nays – Leahy.  Bill No. 3763 was approved by a vote of 7-1and became Ordinance No. 12-40.

A RESOLUTION TO IMPROVE FERRIS PARK BY APPLYING FOR A GRANT FOR SOME OR ALL OF THE COSTS OF THE PROJECT.

A motion was made by Alderman Fleming and seconded by Alderman Terbrock to adopt the Resolution.  A voice vote was taken with a unanimous affirmative result and the motion passed.

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. Contractual Manpower for Collection of Leaves
B. Golf Carts

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

MAYOR’S REPORT
Street Lights:  Mayor Pogue said that due to Ameren continued rate increases, that subdivision developers not be required to install street lights.  The developer could install street lights, if they chose to do so, but payment would be the responsibility of the subdivision after Ballwin takes over the street maintenance.  City Administrator Kuntz said that most of the city would be unaffected.  In the past, higher energy efficiency lights were considered.  This takes it back to the developer and subsequent trustee or association if they opt to include this in their plan. 

Alderman Fleming suggested that this be reviewed at the next Board meeting.  Mayor Pogue said that street light payments on state and county roadways can also be discussed at that time. 

CITY ADMINISTRATOR’S REPORT

Finance Officer:  City Administrator Kuntz introduced Finance Officer Denise Keller to the Board, who started with the City of Ballwin on October 15. 

Ballwin Days Entertainment:  City Administrator Kuntz said in preparation for the 2013 Ballwin Days Festival, the committee has recommended hiring three musical groups, who have asked for a deposit towards their performance fee to guarantee the date.  Typically there is not a commitment expenditure in advance of the budget adoption.  This could be addressed in the 2012 funding in the budget re-appropriation ordinance.  The chairmen of the committee feel that they want to build on the success of the 2012 Ballwin Days entertainment.  This will also bring greater sponsorship opportunities and more attendance at the festival. 

Alderman Dogan asked about the rain or shine clause.  Ballwin Days Co-Chairman Jim Lieber said that the Head East band has that clause in their contract.  They book dates months in advance, have travel expenses, etc., and performing is how they make their living.  He said he became co-chairman in 2010 and Darryl Holman in 2011.  Improvements have been made to the festival and it continues to grow.  He said that one of the sponsors of the event contributes $4,500, along with other commercial contributors.  It’s important to raise the level of entertainment, food, and put together a first-class event for the community.  Head East is nationally known and will put on a very good show.  This is the way to go to move Ballwin Days forward. 

Darryl Holman said that in the last couple of years, they have been successful with bringing in new sponsorship.  With a higher level band, additional sponsorship is a possibility. 

Alderman Dogan asked if the band will get the entire fee or just the deposit in case of rain.  Mr. Lieber said they will get the entire fee.  The band will perform that night.  In the event of rain, they will delay the show, move it to an indoor facility, or whatever they have to do for the show to go on.  They are not looking to be paid for not performing. 

Mayor Pogue asked if there has been any consideration given to reinvent Ballwin Days to make it more of a music festival.  Mr. Holman said no, but this is a process to make it bigger and better.  Mr. Lieber said that the idea is to make this a full 3-day event.  Sunday could be enhanced to draw a bigger crowd.  Last year, sponsorship was tripled for this event. 

City Administrator Kuntz suggested having a full discussion about the future growth of Ballwin Days at the Winter Retreat session in January. 

Alderman Terbrock said that as the caliber of entertainment is stepped up, all will require a rain or shine clause.  We may have to think about the layout of the whole event to accommodate growth.  He said he has ideas that he would like to discuss at the Winter Retreat to modernize and improve Ballwin Days. 

A motion was made by Alderman Fleming and seconded by Alderman Leahy to authorize staff to include this expenditure in the re-appropriation ordinance.  A voice vote was taken with a unanimous affirmative result and the motion passed.

Pay Plan:  City Administrator Kuntz said the Board suggested that a 3-year phased in approach be reviewed.  This may need a more in-depth discussion in a Finance & Administration Committee meeting.  He said that Human Resource Coordinator Haley Morrison prepared the cost numbers, an overview by position of the 70th percentile, 90%, and the average minimum and maximums.  There is not a simple solution. 

Ms. Morrison said at 90% of the average, the only positions that the minimum was below were dispatchers and police officers.  Individuals within the other ranges were still above what the 90% average minimum start base would be. 

Mayor Pogue said that right now, we have approved the 3% merit raise, effective April 1, 2013.  In the LAGERS program, the additional 2% will start on July 1. 

Alderman Harder said more information is needed and to discuss the survey.  There are a lot of variables that need to be considered.  Alderman Boerner asked if the intent is to start this in 2013 or 2014?  He said he has questions about methodology in terms of calculating the annual adjustment.  Because the amount is so large, the only way the adjustment could be made was across the board.  The schedule that he received, showed that for the police, there is an 18.8% difference on the bottom end, between the average starting salary for all the cities surveyed and our minimum beginning.  The 18.8% was applied to every employee up to the maximum.  Adding up the amounts on the schedule, the total was over $300,000, which would be on an annual basis.  If you include the benefits, the total is around $360,000.  If that’s the adjustment we’re going to make, he wants to see how much the adjustment is on an annual basis. 

Alderman Harder said one of the options is a $3 million adjustment.  He asked if this is every year until we catch up, or is that a one-time number?  City Administrator said that amount is the base.  If there’s a 2% or 3% merit adjustment, it’s on that new number.  We can only show the first year of three phases because we do not know what the new average will be in future years to determine the future costs.  This wasn’t intended to be the increase every year, but it does become the new base. 

Human Resource Coordinator Morrison said this is the total salary cost with a 3% merit raise for this coming year.  There were two positions that fell below 90% of the nine-city average starting salary.  Alderman Harder said, in the first analysis, a 3% merit pay resulted in a $3,175,000  payroll.  Ms. Morrison said this amount includes all pay related cost including regular pay, overtime pay, special pay, F.I.C.A., LAGERS, and holiday pay.  This is what was approved for budget preparation.  Alderman Harder asked if Option 1 is in addition to that?  Ms. Morrison said, this is what was approved to gauge the budget.  Alderman Harder asked what is shown below option 1?  Ms. Morrison said the difference between the base line and 1 is an additional $22,000.  If you were going to bring only the employees who fall below the 90% of the average up, and you don’t address the compression, it’s an additional $22,408.  This affects 12 employees.  Option 2 is to bring the employees who fall below the 90%, up to the new minimum, and adjust everyone accordingly.  That will be a difference of $92,059. 

Alderman Harder said, if we went with Option 2 in 2013, that would be the budget number we would set that would have the increase, adjustments, and then we would have to watch the comparison with the cities from year-to-year after that.  Ms. Morrison said that is correct.  This amount includes types of pay, LAGERS and salary based benefits.  It doesn’t include health/dental/life insurance which are not based on salary.  We factored in the things that were based on salary.  Those go up as salaries go up.  There could be years where cities don’t have any adjustments, or they might be minimal.  Alderman Harder said, basically, we have already approved $3,100,000 out of this.  The increment change is $92,000.  Ms. Morrison said this is correct. 

Alderman Finley asked, in Option 2, it was mentioned that everyone else would be added in.  What does this mean?  Human Resource Coordinator Morrison said, Option 1 takes those employees who are below the starting minimum and moves them up to the new minimum.  It doesn’t address the compression issue for the officers that have been here and are above the starting pay.  In Option 2, we would bring the employees that are below the minimum up to the new minimum and keep everybody above the new minimum relative with an increase so that they stay in the same position within the range, relative to each other. 

Alderman Harder asked, what happens to the other employees of the City when the others are adjusted?  Ms. Morrison said, when we went to the average, there were quite a few positions that would have needed to be adjusted.  Using 90%, there were only two positions affected.  If you factor that employees would get a 3% increase based on this year, and figure what 95% of the average would be for the next year, there could be certain positions that fall below the new minimum that year.  Alderman Harder asked, the $3 million is 3% just for the police department and not the whole staff.  Ms. Morrison said this is for two positions in that department.  In year two, there would be patrolmen, dispatchers, sergeants, and maintenance people that would probably be affected.  This was speculation.  In year 3, one other position would need $1,000 or less adjustment to get them to the 100%. 

Alderman Boerner said he would like to see details about how that number was computed.  He suggested discussing this at the next meeting.  City Administrator Kuntz said this will be on the next agenda.  This is a complex subject that a lot of other cities pay someone from the outside to do.  There are people that specialize in compensation pay plans.  He said we are a little out of our element and are trying to provide the Board with information requested. 

Street List:  City Administrator Kuntz said the Street List for 2013 Budget will be presented for Board approval.  The intent is to continue the formula based on the same dollars approximately that were earmarked for improvements in 2012.  If we get favorable bids, or a situation with a mild winter, we will come back to the Board, as was done in 2012, to do more work, since contracts are awarded on a unit basis.  At this time, we are allocating funds according to the historic formula we have used for several years, which is the percentage of street miles per ward, and keeping ward expenditures as close to being representative of those percentages as we can.  There are a few streets that need slab replacement instead of overlay.  The formula takes into account the condition of streets and type of street with number of vehicles.  The attempt will also be made to do several streets in a neighborhood instead of skipping to different locations.  This is less expensive and less traffic disruption. 

STAFF REPORTS
None.

CITY ATTORNEY’S REPORT
None.

ALDERMANIC COMMENTS
Alderman Harder said at the last meeting, a discussion was about a property in Clayton Crossing.  The house now has a dumpster in front of it and a lot of debris is being put into the dumpster.  Mayor Pogue also thanked staff for quickly dealing with curb-side debris as a result of an eviction in Ward 1. 

Adjourn:  A motion was made by Alderman Fleming and seconded by Alderman Leahy to adjourn.  The motion passed unanimously and the meeting was adjourned at 8:00 p.m.

TIM POGUE, MAYOR

ATTEST:
ROBERT A. KUNTZ, CITY ADMINISTRATOR

MC