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CITY COUNCIL MEETING

MINUTES

MONDAY, FEBRUARY 9, 2004

 

I.                    CALL TO ORDER

 

A regular meeting of the City Council of the City of Liberty, Missouri was held in the Council Chambers at City Hall on February 9, 2004 with Mayor Stephen P. Hawkins presiding.  Mayor Hawkins called the meeting to order at 7:01 p.m.

 

II.         INVOCATION AND PLEDGE OF ALLEGIANCE

 

The invocation was given by Council Member Lyndell Brenton, who then led the pledge of allegiance.

           

III.       ROLL CALL

 

Roll call was answered by Mayor Stephen P. Hawkins; Ed Collins and Coni Hadden, Ward I; LeRoy Coe, Ward II; Lyndell Brenton and Juarenne Hester, Ward III; and Bill Parker and Jim Robertson, Ward IV.  Also in attendance were Patty Gentrup, City Administrator; Cynthia Boecker, Assistant City Administrator; Steve Hansen, Public Works Director; Chris Deal, Parks & Recreation Director; Linda Tyree, Finance Director; Gary Birch, Fire Chief; Craig Knouse, Police Chief; Steve Anderson, Planning & Development Director; Mary Towse, Human Resources Director; Donna Kay Taylor, Community Center Manager; Jim Simpson, Deputy Police Chief; Lyndsay Heal, Management Assistant; Jane Sharon, Deputy City Clerk; Angie Borgedalen, Liberty Tribune; Joe Cook, Liberty Sun News; and 9 members of the public.

 

IV.       APPROVE MINUTES AND SUMMARIES

 

A.                 REGULAR SESSION MINUTES OF JANUARY 26, 2004

 

Council Member Hadden moved to approve the minutes as distributed.  Council Member Hester seconded the motion, which carried 5-0-2.  Council Members Robertson and Parker abstained due to absence.

 

B.                 JOINT STUDY SESSION MEETING SUMMARY OF FEBRUARY 2, 2004

 

Council Member Hester moved to approve the minutes as distributed.  Council Member Brenton seconded the motion, which carried 6-0-1.  Council Member Parker abstained due to absence.

 

C.                 EXECUTIVE SESSION MINUTES OF FEBRUARY 2, 2004

 

Council Member Hadden moved to approve the minutes as distributed.  Council Member Brenton seconded the motion, which carried 6-0-1.  Council Member Parker abstained due to absence.

 

V.        CITIZENS’ PARTICIPATION

 

Michael Dalman, 1501 H Highway, Liberty, Missouri, stated that he has a neighbor with nine vehicles on his property that have delinquent tags or not working.  He said a tenth vehicle has just been brought in.  Mr. Dalman said he contacted the City in July and the case is still not in Municipal Court.  He asked the Council what he needs to do to get something done.  He stated he is trying to sell his property and can’t with all the vehicles parked next door.  City Administrator Patty. Gentrup stated that Planning & Development Director Steve Anderson had spoken with Mr. Dalman today and the staff will prepare information for the Council and copy Mr. Dalman.  Mr. Dalman said he has experienced several instances of vandalism on his property since he first complained to City code enforcement.  He stated he would like the Council to first address why the neighbor, having already been cited, is bringing in more vehicles.  Mr. Dalman said he was told they are working on the tenth vehicle just brought in, but he understood vehicles can’t be worked on outside.  Mayor Hawkins said the Council would need to receive information from staff on the status of this situation.  Council Member Collins stated that Mr. Dalman has indicated he received a summons to court, so there is a hearing scheduled.  Mrs. Gentrup stated staff will follow up and provide a full report to Council and Mr. Dalman.

 

Mrs. Gentrup introduced Human Resources Director Mary Towse.  She said Ms. Towse has great experience, having worked with Hallmark and Marley Cooling Technologies.

 

VI.       MEETING SCHEDULE

 

Mrs. Gentrup stated there is nothing planned for the study session which is scheduled for Tuesday, February 17, after the President’s Day Monday holiday.  She said there will be no meeting as a result.

 

VII.      CONSENT AGENDA – None.

 

VIII.     PUBLIC HEARINGS – None.

 

IX.       ORDINANCES, CONTRACTS AND RESOLUTIONS

 

A.                 ACKNOWLEDGEMENT OF VENDOR PAYMENTS FROM JANUARY 23, 2004 THROUGH FEBRUARY 6, 2004 – ORDINANCE

 

Council Member Robertson requested that Check Nos. 80511 and 80268 be removed and voted on separately.

 

Document No. 6172 was read.  Council Member Hester moved to approve the ordinance.  Council Member Parker seconded the motion.

 

Vote on the motion was as follows:  Council Member Collins – yes; Council Member Hester – yes; Council Member Parker – yes; Council Member Hadden – yes; Council Member Coe – yes; Council Member Brenton – yes; Council Member Robertson - yes.  The motion carried unanimously; it was approved by the Chair and inscribed in Ordinance No. 8637.

 

Council Member Coe moved to approve check nos. 80511 and 80268.  Council Member Brenton seconded the motion.

 

Vote on the motion was as follows:  Council Member Collins – yes; Council Member Hester – yes; Council Member Parker – yes; Council Member Hadden – yes; Council Member Coe – yes; Council Member Brenton – yes; Council Member Robertson – abstained.

 

B.         REZONING OF 1.1 ACRES FROM C-1, NEIGHBORHOOD BUSINESS DISTRICT TO C-2, GENERAL BUSINESS DISTRICT ON THE SE CORNER OF THE INTERSECTIONS OF 69 & 33 HWYS. [PZ CASE NO. 03-2006R] – ORDINANCE (2ND READING)

 

Mayor Hawkins stated that, just prior to the start of the meeting, the deputy city clerk had received petitions related to the rezoning.  He stated that had not been evaluated in relation to the Zoning Ordinance, but even after verification the petitions would cause the same super majority vote of Council in favor of the rezoning for it to be approved that is now required due to the denial recommendation of the Planning & Zoning Commission.

 

Mrs. Gentrup stated that staff had made its presentation at the January 26 meeting and noted that, due to the Planning & Zoning Commission recommending denial of the application, six Council votes in favor would be required in order to approve the rezoning.

 

Council Member Brenton asked if the petitions were in favor or against the rezoning.  Mayor Hawkins read the heading of the petitions, which stated the signers were opposed to the application being approved.

 

Council Member Coe asked if the applicant would be speaking again.  Mayor Hawkins said he had closed the public hearing at the January 26 meeting and the ordinance is on second reading, for continuation of Council discussion only.  Mr. Coe stated that he is in favor of the zoning change and believes the gentleman who bought the land misunderstood what would be required.  He stated the applicant has about $100,000 invested but can’t do anything with the property unless it is rezoned.  He stated a car lot is not an eyesore on the gateway.  Mr. Coe said he thought the letters from Hallmark and the hospital had swayed the vote for the Planning & Zoning Commission and that was not how the commissioners felt.  He noted the health department had approved the septic system for this use and the Council is not supposed to run businesses off but try to bring them in.  He stated he would definitely vote for the rezoning.

 

Mayor Hawkins noted that he had received another letter in addition to those from Hallmark and Liberty Hospital.  He said the board of the Earnest Shepherd Youth Center was opposed to the rezoning.

 

Council Member Hester stated she appreciated the money that the applicant had spent, though it was not done in the proper order.  She stated she would vote in opposition because, down the road, a different type of business could go in at this location and the Council would not be able to stop it once rezoning was approved.

 

Council Member Robertson stated he had a conflict of interest in this matter, as his wife is a principal in Akin Gordon Cowger Engineers and the firm is working for the applicant.  Mayor Hawkins asked him if he intended to vote.  Mr. Robertson said he did.

 

Document No. 6165 was read.  Council Member Collins moved to approve the rezoning.  Council Member Robertson seconded the motion.  Mayor Hawkins restated the requirement for a super majority to vote in favor, which would mean six votes, in order for the ordinance to pass.  The motion failed 4-3-0.  Council Members Hester, Brenton and Hadden voted in opposition.  Mayor Hawkins stated the motion failed and the application for rezoning is denied.

 

C.         COOPERATIVE AGREEMENT WITH LIBERTY HOUSING AUTHORITY – ORDINANCE

 

Mrs. Gentrup stated this agreement would be in effect through the end of 2004.  She stated that the Housing Authority is looking for new space and the area it occupies in City Hall is needed for City staff.

 

Document No. 6173 was read.  Council Member Robertson moved to waive the rules and consider the ordinance on first reading.  Council Member Parker seconded the motion, which carried unanimously.

 

Council Member Hadden moved to approve the ordinance.  Council Member Hester seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8638.

D.        CONTRACT WITH GEORGE BUTLER ASSOCIATES FOR ENGINEERING SERVICES FOR UPPER RUSH CREEK SANITARY SEWER INTERCEPTOR AND PUMPING STATION IN AN AMOUNT NOT TO EXCEED $492,074 – ORDINANCE (2ND READING)

 

Mrs. Gentrup stated that Council had requested additional information about the design and construction costs and time lines for this project.  Public Works Director Steve Hansen stated that the contract with George Butler Associates was being proposed at this time so the design could be completed by the end of the year.  This would move the City toward compliance with new Missouri Department of Natural Resources regulations prior to the expiration of the permit.  He said this timing is also better, because there isn’t as much vegetation during the surveying portion of the contract.  He stated that to delay the contract until after the bond election in April would result in more work to establish sight lines.  In addition a delay of the design into 2005 affects the contract due to increases in the engineer’s employees’ pay.

 

Mr. Hansen stated there is no definitive information on the cost impact.  He stated the permit expires August 2006.  If design goes into 2005, bids for construction would not be received until mid-year 2005.  He stated there is substantial time and work involved for construction of the project.  If the City is not in compliance, there could be fines the City would have to pay.  Mr. Hansen also stated the treatment plant is nearing capacity and there could be a point where a limit on development had to be placed in this area.

 

Council Member Brenton stated that, following the time frames, it would move the design into the first of 2005 and the City could still meet the time line.  Mr. Hansen stated the construction would also have to be completed in order to be in full compliance by the August 2006 date.  Mr. Brenton asked if there would be much difference in the timing of construction if the design started before or after the April election.  Mr. Hansen stated that delaying the start of design work until April changes the anticipated completion of the engineering into March 2005.  He stated the bid process and approval of a contractor would then be about mid-year 2005.  Mr. Hansen noted it is difficult to say whether or not the City could meet the August 2006 deadline.  He said there are significant issues that need to be addressed at Martha LaFite-Thompson Nature Sanctuary, Department of Conservation property and other adjacent properties along the proposed project route.  He said the construction could take at least a year making compliance with the permit deadline questionable.

 

Mayor Hawkins clarified this was one of the items covered under the borrowing agreement with the Missouri Development Finance Board (MDFB).  Mrs. Gentrup said it was and the $1 million must be repaid within eighteen months.  She added that, if the bond election fails, the issue would go back to the voters later.

 

Document No. 6169 was read.  Council Member Hadden moved to approve the ordinance.  Council Member Hester seconded the motion.  Council Member Hester said if the bond issue failed twice, the City would just have to be creative.  Mrs. Gentrup stated that the $1 million would have to be repaid, but there was a possibility the eighteen months could be extended, if necessary.

 

Council Member Parker asked if there was a way to word the contract so that only engineering work was done before the election.  Mr. Hansen said this contract is exclusively for engineering design.  If the authorization to proceed is issued, he said most of the initial effort would be toward survey work, with the bulk of the design work occurring after the election in April.  Mayor Hawkins asked for clarification that approving the ordinance obligates the City under the terms of the contract.  Mr. Hansen said that is correct, but both parties have the option of amending the contract if circumstances change.  He said the City must take positive steps to be in compliance and allow development in this area.

 

Council Member Brenton asked if the design work would possibly have to be redone if there was a delay in the construction of 6 – 18 months, due to the bond issue having to go back to the voters.  Mr. Hansen said the completed engineering design should be adequate unless the Department of Natural Resources (DNR) changes its standards for piping, which is unlikely.  Mr. Brenton asked if there was trouble passing the bond issue, what the staff would recommend in order to comply with the DNR standards and about the loan debt.  Mr. Hansen stated that options for compliance had already been considered.  He stated they all cost at least what this option would and, in some cases, more.  He said by considering one of the other options, there wouldn’t be the added value of opening a larger developable area access to the gravity sewer.  He stated if the bond issue failed, one of the other options would have to be considered again.  Mr. Brenton asked about the options for meeting debt service requirements if the bond issue fails.  Mrs. Gentrup stated the worst case scenario would be to stop development in the area and then upgrade the plant or face fines.  Finance Director Linda Tyree stated that the rates currently being charged would cover repayment of the $1 million to MDFB, if the bond issue does not pass.  She stated the debt wouldn’t be there and the sewer fund revenues could pay back the loan.

 

Mayor Hawkins stated he had commented during the January 26 meeting that it could be a consideration of voters to wait until the bond issue passes before approving the contract.  He stated that if reasons exist to proceed with planning for the safety of residents, however, that can be weighed against the effect a delay on engineering would have.  He said to wait or proceed must be decided based on which best serves the citizens.  Regardless of whether the bond issue passes, the point was to show consideration until the presumption was born out in election results.

 

Council Member Parker asked if the survey portion of the contract could be approved separately now and the rest approved after the April election.  Mr. Hansen said the problem with the whole project is routing.  He said there are alternate routes to be investigated around the Nature Sanctuary and the Department of Conservation property.  He said the difficulties with property owners may not be addressed until later and then additional surveying may be needed.  He said he could not clearly address the impact of this change on the consultant and he would need to review these issues.  Mr. Parker asked if the vote on this ordinance could be tabled until further information is available.  Mayor Hawkins requested further discussion before that tabling be proposed.

 

Council Member Hadden expressed concern that the August 2006 date is looming and that date doesn’t move.  Mr. Hansen agreed it was unlikely an extension of the permit expiration could be obtained.  Mrs. Hadden stated that the size and location of the project was such that she did not want to see it delayed.

 

Council Member Brenton said he is inclined to vote in favor of the ordinance.  He said this isn’t the same as the emergency repairs that had to be done on the west interceptor, but the investment in the design isn’t lost if there is a delay due to going back to the voters.  He said the rate is good for the bonds and this is the time to get this done.

 

Council Member Hester agreed with Mr. Brenton and stated this has to be done eventually.  She said it is in the best interest of Liberty and that can be made clear in the educational materials for the election.  She said she would vote to approve the contract.

 

Council Member Robertson stated there is no reason to delay this project.  He stated the City can get the best interest rates, fines for non-compliance are possible and spring is coming, so this is the time to get started.  He called for the question.

 

The motion carried unanimously; it was approved by the Chair and is inscribed in Ordinance No. 8639.

 

E.         ACCEPTANCE OF DETENTION FACILITY, SANITARY AND STORM EASEMENTS FOR STEWART COURT COMMERCIAL OFFICE BUILDING – ORDINANCE

 

Document No. 6174 was read.  Council Member Robertson moved to waive the rules and consider the ordinance on first reading.  Council Member Hadden seconded the motion, which carried unanimously.

 

Council Member Coe moved to approve the ordinance.  Council Member Hester seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8640.

 

F.         CONTRACT WITH OLSSON ASSOCIATES FOR ENGINEERING SERVICES PERTAINING TO LIBERTY MANOR WEST/HOLT ESTATES STORM WATER IMPROVEMENTS IN AN AMOUNT NOT TO EXCEED $78,355 – ORDINANCE

 

Mrs. Gentrup stated these projects address two of the eight projects identified as priorities in the Storm Water Master Plan.

 

Document No. 6175 was read.  Council Member Hadden moved to waive the rules and consider the ordinance on first reading.  Council Member Coe seconded the motion, which carried unanimously.

 

Council Member Hester moved to approve the ordinance.  Council Member Robertson seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8641.

 

G.         CONTRACT WITH COMMERCIAL AQUATIC SERVICES FOR COMMUNITY CENTER POOL RENOVATIONS IN AN AMOUNT NOT TO EXCEED $72,895 – ORDINANCE

 

Mrs. Gentrup stated this project is part of the continuing renovations and maintenance at the community center.

 

Document No. 6176 was read.  Council Member Coe moved to waive the rules and consider the ordinance on first reading.  Council Member Hadden seconded the motion, which carried unanimously.

 

Council Member Hadden moved to approve the ordinance.  Council Member Hester seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8642.

 

H.        MAINTENANCE AGREEMENT FOR POLICE/FIRE COMMUNICATION SYSTEM WITH MIDWEST MOBILE RADIO IN AN AMOUNT NOT TO EXCEED $14,820 – ORDINANCE

 

Mrs. Gentrup stated that this and the next item on the agenda are important to the maintenance of public safety communications equipment.  Council Member Parker asked if this meant there would be no more dead spots.  Chief Knouse stated that he didn’t know of any city that didn’t have dead spots.  He said when they are identified, staff works to find solutions.

 

Council Member Brenton asked if there was data to show the cost of service on an as needed basis was more than this maintenance agreement.  Chief Knouse stated they looked at the experience of the past several years and it appeared the as needed service was more costly.  He said that the priority response is not included with as needed service and, during the tornado, the city had to wait to receive service.  Mr. Brenton asked that independent tracking be done to be able to provide a cost benefit analysis when considering renewing this agreement.  Chief Knouse said that was planned.

 

Document No. 6177 was read.  Council Member Coe moved to waive the rules and consider the ordinance on first reading.  Council Member Robertson seconded the motion, which carried unanimously.

 

Council Member Brenton moved to approve the ordinance.  Council Member Hadden seconded the motion.  Council Member Collins said this reminds him how much the City gets from staff at no additional cost.  Mrs. Gentrup said the City is fortunate to have staff that can assist with this type of operation.  She noted that last summer, Council approved the addition of an information services support specialist position to help with public safety communications.  The motion carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8643.

 

I.          MAINTENANCE AGREEMENT FOR PUBLIC SAFETY COMPUTER SYSTEM WITH LOGISTIC SYSTEMS, INC. IN AN AMOUNT NOT TO EXCEED $37,715 – ORDINANCE

 

Council Member Brenton asked if the maintenance agreement includes software upgrades at no additional cost.  Chief Knouse stated that it does, but does not include any additional modules that were not a part of the original purchase.

 

Document No. 6178 was read.  Council Member Coe moved to waive the rules and consider the ordinance on first reading.  Council Member Hadden seconded the motion, which carried unanimously.

 

Council Member Hadden moved to approve the ordinance.  Council Member Coe seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8644.

 

X.         OTHER BUSINESS

 

A.        PURCHASE OF PRINTING SERVICES FROM TOWNSEND COMMUNICATIONS FOR THE 2004 PARKS BROCHURES IN THE AMOUNT OF $25,110 – MOTION

 

Mrs. Gentrup stated this is an extension of the original agreement for printing of programs.  She stated the vendor has provided excellent service.

 

Council Member Coe moved to approve the purchase.  Council Member Robertson seconded the motion, which carried unanimously.

 

B.                 *CLAY COUNTY DETENTION PROJECT – MOTION

 

Mrs. Gentrup stated that Jim Simpson, who had recently been promoted to Deputy Police Chief, would make the presentation.

 

Deputy Chief Simpson stated that the Police Department’s 2004 budget contained $17,000 earmarked for a program to house prisoners at the Clay County Detention Center.  He stated that the space for prisoners in City Hall was designed for short term detention and the time for which some prisoners are held is increasing.  He reviewed some of the state standards regarding prisoners, including the space that must be available per person, a day room, medical care, segregation of prisoners awaiting court or who are deemed combative or violent and stated it is difficult to meet these standards using the

city’s existing facility.  He stated that if one female is brought in, they have to shut down one cell block.  He noted the communications officers monitor the prisoners via closed circuit television.  He stated that police are increasingly required to deal with disturbed persons, due to changes in mental health facility budgets and many individuals no longer being institutionalized.  He stated that prisoner details are the fourth largest commitment of time for police operations.

 

Deputy Chief Simpson stated that staff had considered several options to address the housing issue.  He said remodeling the present facility was not a viable option, due to budget constraints.  He said the department has used a private facility in Ray County but it is difficult to get prisoners staying there back in a timely manner for court appearances.  He stated the option that is proposed here is to work with Clay County.  He noted many cities do not use this option because of the distance issue.  For Liberty, he said, being next door makes the county detention center very accessible.  Being able to place prisoners there, he said, is on a space available basis.  The cost would be $31 per day per person.  He stated this includes meals and medical screenings.  He added that the sheriff’s department will also handle discharge of prisoners directly from the detention center, including processing bonding agreements.

 

Deputy Chief Simpson stated that the staff would review the effort at the end of the six-month trial period and report their findings.

 

Council Member Coe asked if a detention area in the new police facility, should it be built in the future, would be able to meet the standards.  Deputy Chief Simpson stated the staff would have to determine if it would be cost effective to house prisoners in a new City facility or better to house them at the county or elsewhere.  He said any new police facility would obviously have a temporary holding area.  Mr. Coe said he thought this was the right approach being taken.

 

Council Member Brenton asked if the $17,000 budgeted anticipated the avoided costs and if meals were included in the $31 per day.  Deputy Chief Simpson stated that some of the avoided costs are easy to determine, others not as easy, such as insurance.  He stated meals was one of the standards that the City is meeting now, which are provided through County detention at no cost to the City.  He stated the City had been hit with high medical costs, however, because the police must call an EMT or Paramedic and it is sometimes hard to determine the nature of the nonspecific medical complaint.  He said the high cost of dealing with injuries has been mitigated somewhat using early release, but that is not always possible.

 

Council Member Collins asked what effect the sheriff shutting down part of the County detention center would have on this program.  Deputy Chief Simpson stated the offer to house prisoners has always been made on a space available basis.  He said Liberty’s request was submitted early so it is likely most prisoners can be housed there as needed.

 

Council Member Coe moved to approve the motion.  Council Member Brenton seconded the motion, which carried unanimously.

 

C.                 *2004 ORGANIZATION GOALS

 

Mrs. Gentrup reviewed the 2004 organization goals.  She stated these are the action steps as well as those identified by department directors for their departments and the organization as a whole to address the Council’s long term and ongoing goals.  She stated that the memo distributed contained many details, but she would only highlight some of them in this presentation.

 

Mrs. Gentrup stated that the momentum continues in the Liberty Triangle, noting that the City staff would facilitate construction of the Lowe’s store by timely review and issuance of permits and inspections.  She stated that houses in the area should be removed in the next couple of weeks and groundbreaking will follow.  She reported that the City is working with CB Richard Ellis and Star Development on a development agreement for the rest of the Triangle.  She stated that she has met twice in the last two weeks with the new Clay County Health Department director as conversations continue regarding goals for the Triangle.

 

Mrs. Gentrup stated that bids for the South Liberty Parkway are to be opened Feb. 17.  She said negotiations for land acquisition continues with construction being contingent on successful acquisition.  A late spring start is anticipated.

 

Mrs. Gentrup stated a Capital Improvements Task Force is being formed to conduct a comprehensive review of all of the City’s capital plans and unfunded needs and make recommendations to Council.  She stated Council Member Martin will chair the task force, which will meet biweekly, culminating in recommendations to Council in September.

 

She stated that Rush Creek wastewater treatment is a primary project with a $9.4 million bond issue going to the voters in April.  She stated the design of the project would take about one year.

 

With regard to storm water, Mrs. Gentrup stated the 2004-06 capital plan includes eight of the top 15 projects.  She stated this year’s projects are Liberty Manor West and Holt Estates, which were approved earlier this evening by Council.  Mrs. Gentrup stated the first phase of the financing strategy is nearing completion and the results will come to Council in the next month or so.

 

Mrs. Gentrup said staff is consistently keeping a close watch on both revenues and expenditures.  She noted that as a result of conservative budgeting and department directors closely watching expenditures, the City is in a much better position than anticipated.

 

Mrs. Gentrup reviewed efforts underway to identify funding alternatives for South Liberty Parkway and Flintlock:  She noted that Council recently reviewed the South Liberty Corridor Study, which contains information on revenue to be generated and public investment to be supported from the first phase of South Liberty Parkway.  She stated the study prioritized the second phase ahead of the Flintlock Overpass, but noted community efforts are underway to secure federal funding for Flintlock.  She stated both projects are important to Liberty’s southern transportation system and financing is to be evaluated.

 

Mrs. Gentrup stated the sports complex will have baseball, softball and soccer fields in use in 2004, with two national tournaments scheduled.  She stated efforts continue to improve the operating budget while reducing the tax subsidy, as was done with the community center.

 

Mrs. Gentrup reviewed citizen involvement goals and talked about the education campaign that would be conducted for the April bond issue.  She stated there are four forums scheduled in March to allow citizens to discuss the sewer bond issue along with any other questions they might have.  Mayor Hawkins asked if the forums have been scheduled yet.  Mrs. Gentrup said they have and that information would be included in the Council packets for next week.  Council Member Hadden said the forum in Ward I is scheduled for March 4.

 

Mrs. Gentrup stated the City would participate in the Direction Finder survey this year, which is the third survey in six years, with additional questions this time about capital projects, storm water and economic development.  She stated an open house is being scheduled for the newly renovated and expanded Fire Station 1.  Mayor Hawkins asked if a report had been received yet from the downtown visioning process.  Mrs. Gentrup stated the report is expected in March.

 

She stated that March 9 an education program is scheduled for historic districts.  Council Member Hadden asked if the Preservation and Development Commission (PDC) is expected to help with that.  Mr. Anderson stated the Historic District Review Commission had discussed that and the PDC would be brought in to those activities.

 

Mrs. Gentrup stated the visioning report would be brought forward when it is received and once the recommendations are presented, a plan will be developed for implementation.  She said the sports complex was expected to draw thousands of visitors and participants this year, particularly with the two national tournaments.  She noted staff has already begun working with the Chamber and Downtown merchants to promote Liberty businesses.

 

Mrs. Gentrup stated that, based on discussion at the joint Council and Planning Commission study session last week, the South Liberty Corridor Plan would be presented next month for formal consideration as an amendment to the comprehensive plan.  She said staff is seeking information from the consultants on the costs and market potential for Phase II of the South Liberty Parkway.

 

Mrs. Gentrup stated 175th Anniversary events are being planned by the committee and are designed to include the entire community.  May 7 is the big day and, she noted, the book has been published and is expected to be available any day now.  She stated Spring on the Square has had a jump start with most contributors not requesting their donations back when the festival was cancelled last year due to safety concerns after the tornado.  She stated that many vendors are already lined up.  Community Center Manager Donna Kay Taylor stated there are ten spaces left and a waiting list of forty.  Mrs. Gentrup said the festival has had a tradition of strong volunteer participation and after this year’s event, the group and the City will reassess coordination of the festival.  She also noted that the City continues to be a sponsor of Fall Festival.

 

In planning for the future, Mrs. Gentrup stated that work continues on the Unified Development Ordinance, which should come forward for consideration by the Planning & Zoning Commission and City Council later this spring.

 

She stated that parking around the Square is an issue that was mentioned numerous times during the National Trust process.  Mrs. Gentrup said the parking control officer is conducting weekly surveys to gather data on parking availability and trends.

 

Mrs. Gentrup stated that the franchise with Aquila expires in 2005.  She said staff continues to work on an inventory and is also researching alternatives.  She stated a consultant, most likely would be brought in to fully analyze any options and would be paid through any savings realized.  Mayor Hawkins asked if the streetlights on the Square would be installed before the May 7 anniversary event.  Mr. Hansen said he hoped that would be the case.  He said some have been installed, but the staff maintains contact with Aquila on this project.

Mrs. Gentrup then talked about the goal emphasizing employees as resources.  She stated there are six new full time positions being recruited and the PR coordinator and ED manager are priorities.  She stated the Fire Department would soon be certified as trainers and that means firefighters can get the requisite CEU’s in house.  She stated the last two years have been difficult financially and hard on employee morale, but it was positive that Council was able to authorize the 2% pay adjustments for the last two years along with covering the increase in family health insurance premiums and that no layoffs were required.

 

Mrs. Gentrup stated that it is important for the employees to be actively engaged in the organization.  She stated that, through a grass roots effort this year, the employees have decided to participate in Corporate Challenge.  She noted that employees have also been asked to share their suggestions to increase communication.

 

With regard to technology, Mrs. Gentrup stated that police officers will soon be able to write reports in the field.  She stated the use of this technology will allow police to be more visible and accessible in the community and noted this is a priority of the police chief.

 

Mrs. Gentrup stated the police are also implementing a “Less Lethal Force” program in 2004 and have budgeted for Tasers, which have been effective in stopping criminals without mortally wounding them.  She stated training would begin shortly.

 

Mrs. Gentrup stated a request for proposal would be sent out soon for a human resources information system.  She said Council approved this in 2004 budget and it will go a long way toward bringing the City’s HR system into the 21st century.

 

Mrs. Gentrup stated that without one person dedicated to handling risk management, the City has just barely gotten by without a surcharge being imposed by insurance carrier MARCIT.  She stated the hiring of an HR Specialist to deal with risk management will help improve the City’s loss control program.

 

Mrs. Gentrup stated the prisoner program with Clay County, just approved by Council, is part of the action steps addressing organizational goals.

 

Mrs. Gentrup stated that two structures in Liberty are formally in the process to be considered dangerous buildings and two more are being closely monitored.  She noted Council did include funds in the budget for demolition, should that become necessary.  Mrs. Gentrup stated staff is researching minimum maintenance requirements at Council’s direction.

 

Mrs. Gentrup stated a comprehensive review of several issues in Finance is planned.  She stated appropriate recommendations would be presented to Council for consideration.

 

Mrs. Gentrup stated the fire department is being put in the position of deciding whether to respond to non-emergency calls considered routine transports.  She stated this is a community level of service issue and a thorough review of the issue, options and recommendations will be conducted.

 

Mayor Hawkins asked if the City might consider cooperative tax collection with the County.  Mrs. Gentrup stated the last time it was researched there was an administrative fee charged by the County.  Mayor Hawkins said there might be a mechanical benefit in being able to use equipment already in place at the County.  Council Member Hadden said there could be a number of benefits unless it was too costly.

 

Council Member Hester stated that the issue paper indicates Council is committed to the construction of South Liberty Parkway but also indicates support of the Flintlock overpass.  She stated the support for Flintlock seems to be heard louder than the commitment to South Liberty Parkway.  She expressed concern that with the funding of part of the Flintlock design by MoDOT and Representative Graves commitment may make Liberty appear uncooperative if the City says it cannot participate later.  She stated that she would like the information put out by the City to show clear priorities.  Mrs. Gentrup stated that more clarification may be available in the next few weeks.  She said the bid on South Liberty Parkway will provide a cost that can then be included when comparing this project to others in terms of priority.  She stated that Representative Graves has indicated he anticipates a vote on the SAFETEA bill in the next few months and, while he cannot anticipate the result, he has asked for $18.5 million.  Mrs. Gentrup stated the design is a valuable step.  City staff and MoDOT are continuing discussions about the State’s participation in this project.  She noted this is a three-way project and the others will need to participate.  Mrs. Hester asked for some indication of information that could allow the projects to be prioritized.  Mrs. Gentrup stated that the bids are scheduled to be opened next week and looking at those costs along with the Roadway Development Tax could assist the City in prioritizing the projects.

 

Council Member Brenton agreed with Council Member Hester’s concerns.  He stated the mandates have been outlined for some time now, but it would be good to get the costs of funding the projects as the information becomes available.  He said the prioritization should be based on the needs of Liberty citizens, as that is what directs him.  Mr. Brenton asked that information on the costs, financing sources and time line be provided.

 

Mayor Hawkins said each of these projects makes a huge difference in the budget.  He said contributions to the local match can be significant because the estimate of $18.5 million was determined in 2001 dollars.  Mr. Hansen said there was some contingency included in that estimate, but inflation is an unknown.  Mayor Hawkins said if the Flintlock project is considered for a 2007 to 2009 project, the project cost for that time is unknown as is the cost-sharing mechanics.  He said if the citizens of Liberty demand that this rise to the top of the priority list, the City needs to start looking at options for funding and, unless something is bumped, the Roadway Development Tax or Tax Increment Financing are not available.  Mayor Hawkins noted that little consideration has been given to general obligation bonds for this type of project.

 

Council Member Hester asked if the Direction Finder survey would gauge interest in the Flintlock project.  Mrs. Gentrup stated there is a ranking of importance and the survey results would be available in March.  Mayor Hawkins asked about the framework for a discussion on this.  Mrs. Gentrup stated the second study session in March could include this discussion, but what information would be available is not yet confirmed.  Mrs. Hester questioned how citizens would interpret the information about the projects, when they haven’t had the benefit of the information presented by HNTB.  Council Member Brenton said it is better to be proactive rather that reactive when dealing with these projects and setting priorities.  Mrs. Gentrup said the study session on this topic would be scheduled for March 15.

 

Council Member Hester asked if the FOCUS program is the same one that had been conducted in previous years.  Mrs. Gentrup said it is the same program, designed to work with specific neighborhoods on cleanup and addressing code violations.

 

XI.               MISCELLANEOUS MATTERS FROM CITY ADMINISTRATOR – None.

 

XII.            MISCELLANEOUS MATTERS FROM MAYOR AND CITY COUNCIL

 

Council Member Collins stated he could appreciate the concerns of the citizen that spoke about problems on H Hwy.  He said when the City has no control over the case in the courts, the frustration can be high.  Mayor Hawkins said staff would provide an update about the situation.

 

Mayor Hawkins reminded Council that there is no meeting next week.

 

XIII.     ADJOURNMENT

 

            The meeting adjourned at 8:57 p.m.

 

 

                                                                                   

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Mayor

Attest:

 

 

 

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Deputy City Clerk