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.
Board of Aldermen Meeting
BOARD OF ALDERMEN MEETING
January 9, 2017 at 7:00 p.m.
300 Park Drive – Donald “Red” Loehr Police & Court Center
MINUTES OF THE BOARD OF ALDERMEN MEETING
THE MINUTES ARE PREPARED IN SUMMARY TO REFLECT THE OVERALL DISCUSSIONS, NOT VERBATIM QUOTES.
The meeting was called to order by Mayor Pogue at 7:01 p.m.
Mayor Tim Pogue
Alderman Michael Finley
The Pledge of Allegiance was recited.
Police Chief’s Commendations were presented to Sgt. David Fisher, Officer Michael Burgoyne, and Officer Ryan Carr. Police Chief’s Certificates of Recognition were presented to Police Dispatcher Denise Leavy and Police Dispatcher Christine Dolan. These individuals were recognized for their parts in the police response to the shooting of Officer Flamion on July 8, 2016.
The Minutes of the November 28, 2016 Board of Aldermen Closed Session meeting minutes were submitted for approval.
A motion was made by Alderman Fleming and seconded by Alderman Kerlagon to approve the November 28, 2016Board of Aldermen Closed Session meeting minutes as presented. A voice vote was taken with a unanimous affirmative result and the motion passed.
The Minutes of the December 12, 2016 Board of Aldermen meeting minutes were submitted for approval.
A motion was made by Alderman Fleming and seconded by Alderman Finley to approve the December 12, 2016Board of Aldermen meeting minutes as presented. A voice vote was taken with a unanimous affirmative result and the motion passed.
Steve Derges, of 232 Highview Dr, stated he’s lived in Ballwin for a couple of years now and really likes it. He stated he likes the new magazine that is out. In regards to the tree planting program, he asked that the City reconsider planting trees between the sidewalk and the street. He stated the tree’s roots is raising the concrete sidewalk, causing a trip hazard. He also asked that the City look into trimming the street trees since over growth is causing them to cover street lights.
BILL NO. 3946 CONTRACT FOR ELECTRICITY AND LIGHTING FACILITIES WITH UNION ELECTRIC COMPANY D/B/A AMEREN MISSOURI
City Attorney Robert Jones stated that the City is still trying to reconcile the list of streetlights and facilities that will be covered by the ordinance and recommended the matter be held over again until the next meeting.
BILL NO. 3949 RUPPEL FARMS SUBDIVISION PRELIMINARY PLAN
A motion was made by Alderman Fleming and seconded by Alderman Bullington for a first reading of Bill No. 3949. A voice vote was taken with a unanimous affirmative result and Bill No. 3949 was read for the first time.
Alderman Roach asked when construction is anticipated to begin. Kathryn Moore, a representative from McBride Homes, stated they plan to begin construction in the fall as long as everything goes through.
Mayor Pogue stated this development plan received a positive recommendation from the Planning and Zoning Committee.
Alderman Roach asked if McBride Homes anticipates any runoff issues onto the adjourning properties. Jennifer Baldwin, a representative from McBride Homes, stated they have worked and will continue to work with the City and MSD to address and prevent any runoff issues.
Alderman Kerlagon stated that he has spoken with his neighbors about the development of this area and has handed out flyers for residents to voice their concerns at the Planning and Zoning meeting. He stated that while it is unfortunate to see the land developed, he knew development was inevitable.
A motion was made by Alderman Kerlagon and seconded by Alderman Bullington for a second reading of Bill No. 3949. A voice vote was taken with a unanimous affirmative result and Bill No. 3949 was read a second time.
A roll call vote was taken for passage and approval of Bill No. 3949 with the following results:
Ayes – Aldermen Kerlagon, Bullington, Finley, Stallmann, Roach, Leahy, Fleming
Nays -- None.
Bill No. 3949 was approved and became Ordinance No. 17-01
Budgeted items which are low bid and do not exceed expenditure estimates and/or items which have been previously approved in concept.
Items B and D were removed for further discussion.
A motion was made by Alderman Stallmann and seconded by Alderman Fleming to accept the Consent Items A and C as recommended. A voice vote was taken with a unanimous affirmative result and the motion passed.
CITY ADMINISTRATOR’S REPORT
Consent Item D: City Administrator Hanson stated this purchase of the swap loader will be the first phase for the planned swap loader system for the Public Works Department. He stated this chassis is much more substantial than what staff had originally considered purchasing and is available for immediate possession. City Administrator Hanson stated this will take the place of an International 2 ton truck that has broken down.
Alderman Finley asked about the International frame being able to withstand 240,000 psi and the Mack vehicle is able to withstand 1million psi. He wanted to know if the City has tasks, jobs or functions that would make it necessary for the City to purchase the Mack truck. Streets Superintendent Jim Link stated that the larger frame capacity is needed for the tasks this truck is expected to perform.
Alderman Roach asked what the salvage value is for truck 2209. Mr. Link stated he was not sure what the salvage value would be for truck 2209 but did not expect to receive very much for it. He stated it is so old he cannot get parts for the truck.
A motion was made by Alderman Kerlagon and seconded by Alderman Finley to accept the Consent Item D. A voice vote was taken with a unanimous affirmative result and the motion passed.
Consent Item B: Alderman Fleming suggested a change of the language to include a line about the City’s indebtedness in this financial statement. Finance Officer Denise Keller stated in a correspondence that the City could include a paragraph similar to the one in the annual audit. He stated a lot of people see the quarterly statement and would like to see an explanation in regards to the large number residents see and how this does not represent a general obligation or indebtedness to the City. Alderman Fleming asked if the long statement Ms. Keller provided him could be shortened since cost was an issue when it is published.
City Attorney Jones stated he would not recommend shortening the statement and to use it as it was presented by the auditors.
Ms. Keller stated they could shorten the paragraph but that it would not provide a well sought out explanation.
Alderman Fleming suggested the following statement be added to the financial statement: “The Bonds do not constitute a general obligation or indebtedness of the City. Please refer to our annual audit report for additional details.”
A motion was made by Alderman Fleming and seconded by Alderman Bullington to accept the Consent Item B as suggested with the with amendment to the paragraph to include “Please refer to our annual audit report for additional details.”. A voice vote was taken with a unanimous affirmative result and the motion passed.
City Administrator Hanson stated the Ballwin Life Magazine has been well received by the feedback and comments he has heard from residents and staff. He also stated that as expected there has been a draw of interest in advertising that will continue to help subside the cost to the City. He congratulated Abigail Johnson, Kirstin Hochstetler and Detective Scott Stephens for their hard work on the magazine.
City Administrator Hanson introduced Andy Hixson to the Board as the City’s new Director of Development. He stated they have already discussed development plans and Mr. Hixson will be looking into the Sewer Lateral Repair Program as the Board suggested to be done during the 2017 Budget meetings.
City Administrator Hanson stated he was contacted by a young individual who is working on his Eagle Scout Project. This individual would like to build a memorial in front of the Police Department for First Responders. City Administrator Hanson will be setting up a meeting with this young man and members of Police Department to learn more about this project.
PURCHASING POLICY REVISIONS
Staff compared nine other cities purchasing policies and provided the Board with recommendations for adjustment amounts that would require approval dependent upon which cost category the expense fell under. As suggested by the Board, should revisions be made to the purchasing policy, staff provided recommendations of what those changes might be.
Alderman Finley is hesitant to change the policy. He feels citizens expect the Board to weigh in on the spending of tax payers money. He stated he was willing to listen to the issues that make the current process cumbersome.
City Administrator Hanson stated the suggested changes were for department heads to take sole responsibility for the purchase of approved budgeted items without having to include other individuals for approval. He stated this is to essentially clean up the COOP bid policy. The other items aren’t as major of an issue to staff, although it would be helpful to increase the spending authority threshold from a $1000 to a $5000 threshold.
Alderman Finley stated he is willing to look into increase the limits.
Alderman Stallmann stated he would be willing to look at increasing the limits since these are budgeted items.
Alderman Fleming stated he would be in favor of increasing the limits, as proposed, for the Department Managers for $5,000, City Administrator to $10,000, and for the formal advertising requirement could be raised.
Alderman Finley asked that the Board be provided with the comparison list and a sample list of all items that fall between $1,000 and $10,000.
Alderman Roach asked that the Board be provided with the number of signatures required for authorization of purchases between $1,000 and $7,500 for approval.
CITY ATTORNEY’S REPORT
City Attorney Jones stated that effective January 1, 2017, new laws went into effect in the State of Missouri in regards to the state’s criminal codes. City Attorney Jones asked that he be allowed to update Ballwin’s Code of Ordinances to reflect these changes.
A motion was made by Alderman Finley and seconded by Alderman Roach to have City Attorney Jones to draft legislation to update Ballwin’s Code of Ordinances to reflect the changes in the State Law. A voice vote was taken with a unanimous affirmative result.
City Attorney Jones provided an update to the condemnation hearing for the Ries Road bridge project. He stated the summons was not served to the property owner until January 5, 2017. Their attorney asked for a continuance, which was agreed upon and is scheduled for February 23, 2017.
Alderman Roach asked if this continuance will affect the project. City Attorney Jones stated will be communicating with the property owner’s attorney and is hoping to settle the matter out of courts.
Alderman Bullington commended Police Chief Scott on the continued training his officers. The training implemented for dispatchers and the police officers within the department continues to keep the officers and the community safe for everyone in Ballwin.
Alderman Roach welcomed Andy Hixson to the City of Ballwin and looks forward to all of his projects in the community.
Alderman Stallmann also commended Police Chief Scott on his leadership and the leadership from his department has been tremendous throughout all of the events that have plagued Ballwin. He welcomed back Abigail Johnson and thanked her and staff on the Ballwin Life Magazine. It looks great and has great information and the fact that it’s being paid mostly out of advertising is fabulous.
Alderman Fleming welcomed Abigail Johnson back and welcomed Andy Hixson to the City of Ballwin. He thanked everyone who worked on the magazine and he thanked officers and dispatchers who were recognized earlier in the evening.
A motion was made by Alderman Fleming and seconded by Alderman Leahy to adjourn the Board of Aldermen Meeting. A roll call vote was taken with a unanimous result, and the meeting was adjourned at 8:00 p.m.
Tim Pogue, Mayor
Eric Hanson, City Administrator