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Board of Aldermen Meeting Agendas & Minutes

 

Every effort is made to ensure that the Agendas and Minutes provided on this and subsequent pages is timely and correct; however, users should keep in mind that this information is provided only as a public convenience. In any case where legal reliance on information is required, the official records of the City of Ballwin should be consulted.

The Board of Aldermen meet on the second and fourth Mondays of each month at 7 p.m. in the Board Room of the Ballwin Government Center, 1 Government Ctr. Schedule and place subject to change. Meetings are open to the public. All citizens are urged to attend.

Budget Work Session and Board of Aldermen Meeting

Meeting Agenda

MEETING NOTICE

A Budget Work Session for 2014 will be held on September 9 at 5:30 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.

Topics to be discussed at this session are Major Projects: Government Center Renovations and Pointe Energy Mechanical Systems; Grants / Opportunities: Bob Ferris Park – Phase II, Holloway Culvert; Employee Compensation.

Budget Work Session Agenda

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


MEETING NOTICE
CLOSED SESSION

There will be a closed session on September 9, 2013, following the Board of Aldermen meeting to discuss real estate. The Board meeting and closed session will be held at The Donald “Red” Loehr Police and Court Center at 300 Park Drive.

Robert Kuntz
City Administrator


CITY OF BALLWIN
BOARD OF ALDERMEN MEETING AGENDA
September 9, 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: August 19, 2013 Board of Aldermen meeting & closed session

5. Presentation: None.

6. Pending Issues: None.

7. Citizen Comments

8. Public Hearing: None.

New Business:

9. Legislation Next Ordinance # 13-35
     A. Bill # 3805 Land Transfer
     B. Bill # 3806 Portable Message Signs
     C. Resolution Pavement Striping

10. Consent Items
     A. Liquor License – Holy Infant Catholic Church Fall Festival

11. Mayor’s Report
     A. Planning & Zoning Appointment
     B. Closed Session

12. City Administrator’s Report
     A. Golf Course Parking Lot

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.


BOARD OF ALDERMEN MEETING BRIEFS
September 9, 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, 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 August 19 Board of Aldermen meeting and closed session are submitted for approval.

PROPERTY TRANSFER (Bill 3805)
This legislation authorizes the transfer of the property located at 1 Ballpark Drive, to the Ballwin Athletic Association.

PORTABLE MESSAGE SIGNS (Bill 3806)
This legislation amends the current code to permit non-commercial displays for signs owned and operated by the City of Ballwin or other governmental agencies.

PAVEMENT STRIPING (Resolution)
This legislation authorizes the City Administrator to enter into a contract with St. Louis County for the purpose of pavement striping.

LIQUOR LICENSE
Holy Infant Catholic Church has applied for a two-day picnic liquor license for the annual Fall Festival on September 13 and 14 at 248 New Ballwin Road. Approval, by motion, is recommended.

PLANNING & ZONING APPOINTMENT
Mayor Pogue would like to discuss the Ward 2 vacancy to the Planning & Zoning Commission, as well as other openings.

CLOSED SESSION
It is requested that a closed session be held at the end of the meeting to discuss real estate.

GOLF COURSE
PARKING LOT
It is recommended that this contract be awarded to Vee Jay Cement Contracting, who submitted the low bid, with alternate, of $179,314. Direction, by motion, is requested.

Meeting Minutes

MINUTES OF THE CITY OF BALLWIN BUDGET WORK SESSION
300 Park Drive
September 9, 2013

The meeting was called to order by Mayor Pogue at 5:34 p.m.

In attendance were Mayor Tim Pogue, Aldermen Michael Finley, Mark Harder, Shamed Dogan, Frank Fleming, Jim Leahy, Kathy Kerlagon and Mike Boland. Absent: Alderman Jimmy Terbrock.

Also in attendance were City Administrator Robert Kuntz, Assistant City Administrator Thomas Aiken, City Engineer Gary Kramer, Director of Parks & Recreation Linda Bruer, Finance Officer Denise Keller, Human Resource Coordinator Haley Morrison, and City Attorney Robert E. Jones.

Government Center Renovation
Assistant City Administrator Tom Aiken presented the preliminary Government Center renovation. Front entry has always been an issue. The stair glide has been a headache from the beginning and recently had a $1,000 repair. A user has to ring a door bell and then an employee must go outside to assist. A proposed elevator is suggested. The windows need to be replaced.

The front lobby will run along the front windows. The court office does not currently have proper security. The renovation will solve this problem. He explained the floor plan for all of the office and work areas. The restroom near the front lobby will solve many requests so that the public will not have to go into the secure area of the Government Center.

The site plan is not changing. A small plaza area is currently a grass area. It will tie in the two exterior stairways. All of this will address the problems we have had in this building.

City Administrator Kuntz said the total costs would be spread over two budget years. No commitments have been made. This will be the discretion of the Board. Construction will take 6 – 9 months.

Alderman Fleming said he would like to fully screen the roof top equipment. Mayor Pogue asked about the roof replacement. City Administrator Kuntz said that this in the long-term capital improvement plan. Assistant City Administrator Aiken said a spray-on roof will cost approximately $100,000.

Alderman Fleming said an elevator is too expensive and said we should continue to use the chair lift. Plumbing relocation is very expensive to move restrooms from one side of the building to the other. The project should be broken into several small pieces.

Pointe Energy / Mechanical Systems
Director of Parks & Recreation Linda Bruer introduced CTS Group to discuss the HVAC equipment at The Pointe. The Pointe is 17 years old. The life cycle for this equipment is usually 15 years. CTS has done engineering regarding mechanical systems, doors, windows, light and fixtures.

Ellie Blankenship, Jim Thurman, and Tim McCarthy presented CTS’s approach to addressing this equipment. A certain amount of savings is guaranteed each year. The savings can help fund the project. It will be measured and verified. A check may have to be written to Ballwin if CTS falls short. There are on-site project managers. Multiple contractors and vendors are not necessary. Life cycle costs are considered. The result will be efficient with low maintenance cost.

One initial step is to do an energy and utility analysis with benchmark comparisons. The Pointe is at the high end of the range. There is room for definite improvement. This will be energy efficient and have a long service life. The materials are warranted for about 50 years. It’s anybody’s guess how long that will last. A temperature control system will be installed with control strategies. It will be easier to troubleshoot any problems. A three-year remote support will be available by phone and internet.

Lighting efficiency will be approached from all aspects. In the gym, the fixtures will be replaced with 1/3 less wattage. Photo cells will be installed due to the skylights which will do daylight harvesting. The parking lot lights will have the same look but with high efficiency LED lights, which have an average life span of 50,000 hours. There will be savings on air conditioning. The lobby will have fixtures that are integrated into the ceiling with LED lights. More lighting is needed in the gym.

The goal is to reduce the amount of infiltration of outside air that is not air conditioned, which will save energy. The pool equipment needs controllers to the chemical control system. Variable frequency drives to the pool and filter pumps will allow utilizing less energy and extend the service life. It will provide the necessary flow that’s required.

The roof has a ballasted roof which is EPDM rubber roof held down by rocks. Coatings would be good application due to the solar panels. With that type of roof, the rocks would have to be removed, put something in addition down, and then adhere that to the roof. There’s no cost advantage to doing this. A 20-year warranty would be possible on a different approach. A 30-year warranty roof is proposed. The current leaks damage the roof and building. It will be a white roof that will reflect heat away.

The doors aren’t heavy duty enough for the amount of traffic. The closers are very slow, which leaves a lot of air-conditioned air to go outside. The proposal is to replace all 12 entry doors with heavy-duty doors built for that much traffic, with new closers and hinges.

The cost of all of the improvements is slightly under $4 million. The majority of that is with the mechanical and control system. The guaranteed number of savings is about $54,000 and another $46,000 in operational savings. There will be rebates for this project of about $31,000 with Ameren.

The geo thermal system has a lower life cycle cost. It will be best to get the work done before next summer.

City Administrator Kuntz said that if an incremental approach is used, the life cycle of the current equipment is close. Staff is fairly sure that something is going to fail. The facility is a resident facility for their use. If it’s not kept open and operating, there won’t be memberships. If it’s done piece by piece, the system won’t be upgraded and the old technology will continue to be used. He asked if the Board is satisfied with this approach. If not, there will be a question mark in the budget for the unknowns.

Alderman Harder asked if this is a project that would be done in one year or over time. CTS representative the re-design system would be in the first year, which is everything. There’s no way to phase it if the whole system is being changed. The savings would be paying for itself after the 13th or 14th year. The life cycle of the equipment is 25 or 30 years. It may go beyond 30 years.

Alderman Boland asked about the annual operational savings? CTS rep said it’s calculated but can’t guarantee this. It can be done with the utilities. There’s no way to measure and verify this.

Alderman Boland said that the CTS contract is $3,975,000, and they will be responsible for increases after that. The CTS representative said that is correct.

Alderman Dogan said the goal is to keep the facility open while the work is being done. CTS rep said that this will be done in the cooler month so that it will be least disruptive to the operation of the Pointe. The pool area will take one or two weeks. There is a full-time project manager on the site. When lights are switched out in the gym, people won’t be allowed in that area during that time. Advance notice will be given to personnel to relay to the customers.

Alderman Boland asked about installing 100 geo thermal wells. In the east the soil is sandy, but here, it’s like concrete. The CTS rep said it does work in this soil. A project was recently completed in Laclede County where the soil is like rock. This has been very successful. They were spending a half million per year, now the cost is about $150,000 per year. The wells will be under the soccer field behind the Pointe. The utility consumption will be cut in half.

Alderman Boland said he would like to know what the difference in savings would be if we went a traditional route. This will be a good comparison. City Administrator Kuntz said we will need to call a vendor and ask for pricing for budget preparation. This can be done. The CTS rep said she can provide a book called RS Means that will provide this information.

Bob Ferris Park Phase II
Director of Parks & Recreation Linda Bruer presented the Ferris Park 2nd Phase. Phase I construction will begin next week. She said it may be best to wait until 2014 to apply for a grant to fund the 2nd phase for 2015 construction. This year, the cap on the grant is $300,000. Next year, the cap may be closer to $500,000 because of the passage of Proposition P last year. We will be able to apply for more, which will mean that our match will be significantly less. Phase I will open next spring.

Alderman Fleming asked if too much attention is being paid to Ferris Park compared to Vlasis Park? Ms. Bruer said we have a plan and would like to do these two phases. City Administrator Kuntz said that New Ballwin Park will need attention next, even before Vlasis Park. Alderman Boland said that Ferris Park is due for an upgrade.

City Administrator Kuntz asked if the Board is agreeable to the direction by staff. The Board agreed.

Holloway Culvert
City Engineer Gary Kramer presented the Holloway Road culvert project. He said last year Ballwin received a Federal reimbursable grant to rehabilitate the culvert under Holloway. The floor is eroded and the gabions are sagging. The culvert was built in 1974. A strong concrete will be used to repair the floor. The preliminary drawings have been sent to MoDOT for review. The creek bed has dropped at least 2 feet since it was built. There’s too much air in the concrete. The estimated cost of construction is $612,000, with the City’s portion being $122,400. The project includes restoring and protecting the eroded culvert floor, strengthening cracks in the walls and ceiling, and stabilizing the sagging downstream gabion walls. The final cost will be provided before the budget is completed.

City Administrator Kuntz said this project cannot be done in pieces. It has to be done all at one time. If there are no objections, staff will go forward with the project. The Board agreed.

2014 Employee Pay Plan
City Administrator Kuntz presented the plan. Should the 70th percentile be continued? Should a 2% merit increase be provided? There are three employees not eligible due to the capping of the 70th percentile. The plan would cost no more than $230,000, If the “spike” rule is used, which automatically throws out the reporting of a bump of 10% or more, the cost to bring salaries to the new pay range minimums would be $30,000, the cost to implement a 2% merit increase for all other employees would be $105,000, and the combined plan would be $190,000, which is a savings of $40,000.

Alderman Fleming said when we did this last year, we considered what it would cost to do this over a couple of years. City Administrator Kuntz said that if we could go one more year with a spike rule, this is the most equitable movement for 2014 and tweaking it in the future. Alderman Harder said we should continue to look at the other cities.

Adjourn: A motion was made by Alderman Leahy and seconded by Alderman Fleming to adjourn. The motion passed unanimously and the meeting was adjourned at 7:04 p.m.

TIM POGUE, MAYOR

ATTEST:
ROBERT A. KUNTZ, CITY ADMINISTRATOR

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


MINUTES OF THE BOARD OF ALDERMEN MEETING
CITY OF BALLWIN – 300 Park Drive
September 9, 2013

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

The Pledge of Allegiance was given.

MINUTES

The Minutes of the August 19, 2013 Board of Aldermen meeting and closed session were submitted for approval. Alderman Finley amended page 6, paragraph 3 to “dollar amount thresholds”. A motion was made by Alderman Fleming and seconded by Alderman Leahy to approve the Minutes as amended. A voice vote was taken with a unanimous affirmative result and the motion passed.

PRESENTATION
None.

PENDING ISSUES
None.

CITIZEN COMMENTS
None.

PUBLIC HEARINGS
None.

NEW BUSINESS

LEGISLATION

BILL # 3805 - AN ORDINANCE AUTHORIZING THE MAYOR OF THE CITY OF BALLWIN TO EXECUTE A REAL ESTATE CONTRACT WITH BALLWIN ATHLETIC ASSOCIATION.

A motion was made by Alderman Leahy and seconded by Alderman Boland for a first reading of Bill No. 3805. A voice vote was taken with a unanimous affirmative result, the motion passed and Bill No. 3805 was read for the first time.

Mayor Pogue said that Section 9 was revised. City Administrator Kuntz said that this is a clarification regarding the reversion clause. Everything is consistent with the Board’s prior discussion.

A motion was made by Alderman Fleming and seconded by Alderman Leahy to amend the contract: Part 3 (Purchase Price and Indemnity) to add after Urban Development, “or any other governing agency”.

A motion was made by Alderman Fleming and seconded by Alderman Boland for a second reading of Bill No. 3805. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3805 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3805 with the following results:
Ayes – Fleming, Boland, Finley, Harder, Leahy, Kerlagon, Dogan. Nays – None. Bill No. 3805 was approved and became Ordinance No. 13-35.

BILL # 3806 - AN ORDINANCE AMENDING PROVISIONS RELATING TO PORTABLE MESSAGE SIGNS IN THE CITY OF BALLWIN.

A motion was made by Alderman Kerlagon and seconded by Alderman Boland for a first reading of Bill No. 3806. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3806 was read for the first time.

A motion was made by Alderman Fleming and seconded by Alderman Boland for a second reading of Bill No. 3806. A voice vote was taken with a unanimous affirmative result and the motion passed. Bill No. 3806 was read for the second time.

A roll call was taken for passage and approval of Bill No. 3806 with the following results:
Ayes – Fleming, Boland, Harder, Kerlagon, Finley, Dogan, Leahy. Nays – None. Bill No. 3806 was approved and became Ordinance No. 13-36.

A RESOLUTION APPROVING A CONTRACT WITH ST. LOUIS COUNTY FOR LANE STRIPING AND TRAFFIC MARKINGS SERVICES.

Alderman Boland asked if this has always been contracted out to St. Louis County. City Attorney Jones said this is a new program. City Administrator Kuntz said that the County does a lot of this and is offering it to municipalities.

Mayor Pogue asked if this has to be renewed on an annual basis. City Engineer Kramer said it’s every year they will provide costs and will go forward until we cancel with 30 day’s notice. This is for striping lines only. We will take care of crosswalks and arrows.

A motion was made by Alderman Harder and seconded by Alderman Finley to accept 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. Liquor License – Holy Infant Catholic Church Fall Festival

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

MAYOR’S REPORT

Planning & Zoning Appointment: Mayor Pogue said a recommendation will be made at the next meeting.

A motion was made by Alderman Fleming and seconded by Alderman Harder to rescind the appointment of Olivia Pieknik due to the necessity of a Ward 2 appointment. A voice vote was taken with a unanimous affirmative result and the motion passed.

Closed Session: Mayor Pogue said a closed session regarding real estate (Sec. 610.0212) will be held after the Aldermanic Comments.

CITY ADMINISTRATOR’S REPORT

Golf Course Parking Lot Overlay and Lighting: It is recommended that this contract be awarded to the low bidder, Vee-Jay Cement Contracting, who suggested an additional alternate to coat the lot with two coats of sealer for an additional $13,872. Staff is recommending acceptance of this voluntary alternate, as well as the other three alternates and award the contract to Vee Jay Cement Contracting in the amount of $179,314. The work can start next month. This will be concrete over the asphalt and will take approximately 6 weeks. This is the most effective technology for this project. Parking will be relocated. The new lights will be the same as at the Government Center.

A motion was made by Alderman Fleming and seconded by Alderman Harder to accept staff recommendation for the golf course parking lot. A voice vote was taken with a unanimous affirmative result and the motion passed.

Work Session Summary: At the next Board meeting, there will not be a budget work session. Staff will report on the alternative financing options for the mechanical systems for the Pointe. Renovations for the government center will be considered with budget application. The Ferris Park Phase 2 will not go forward in 2014. There was authorization to reflect a local match for funding application to replace the culvert on Holloway Road, and to incorporate in 2014, the merit pay plan that was adopted in 2013 with the idea of the provision for a 2% merit increase, subject to funding availability.

STAFF REPORTS
None.

CITY ATTORNEY’S REPORT

Land Transfer: City Attorney Jones said he will make the change in the contract that was agreed by the Board, and forward it to BAA for signature.

City Attorney Jones said that there are two recent pieces of State legislation that are troublesome for municipalities. HB103, accurate reporting of traffic fines. The Missouri Municipal League has filed a lawsuit. The other is the telecommunications statute regarding the review and approval of cell towers. A lawsuit was filed on behalf of the city of Liberty and other cities. A preliminary injunction was issued regarding the implementation of the statute. He will not proceed to prepare new legislation for our telecommunications regulations and siting until the courts resolve the status of the legislation.

ALDERMANIC COMMENTS

Board Room Renovations: Alderman Harder asked for an update from City Administrator Kuntz on the Board room. City Administrator Kuntz said the acoustics are greatly improved and security measures have been applied. The logo will be applied with an adjustment to the screen. Two additional monitors have been ordered for the Board. This will continue to be a subdivision meeting room.

Adjourn to Closed Session: A motion was made by Alderman Fleming and seconded by Alderman Finley to adjourn to closed session to discuss real estate per Sec. 610.0212 of the State Statutes. A roll call vote was taken with the following results: Ayes: Aldermen Boland, Kerlagon, Fleming, Leahy, Dogan, Harder, Finley. Nays: None. The motion passed to adjourn to closed session at 7:42 p.m.

Closed Session:
The Board convened in closed session at 7:48 p.m.

A motion was made by Alderman Boland and seconded by Alderman Harder to adjourn the closed session. A roll call vote was taken with a unanimous result, and the closed session was adjourned at 8:00 p.m.

The Board reconvened in open session at 8:02 p.m.

Mayor Pogue stated that the Board met in closed session to discuss real estate. No votes were taken.

A motion was made by Alderman Fleming and seconded by Alderman Leahy to adjourn the open session. The motion passed unanimously and the meeting was adjourned at 8:04 p.m.

TIM POGUE, MAYOR

ATTEST:
ROBERT A. KUNTZ, CITY ADMINISTRATOR

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