CITY COUNCIL MEETING

MINUTES

MONDAY, FEBRUARY 10, 2003

 

 

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 10, 2003 with Mayor Stephen P. Hawkins presiding.  Mayor Hawkins called the meeting to order at 7:05 p.m.

 

II.         INVOCATION AND PLEDGE OF ALLEGIANCE

           

The invocation was given by Council Member Anna Marie Martin, 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; Anna Marie Martin, Ward II; Juarenne Hester, Ward III; and Bill Parker, Ward IV.  Also in attendance were Patty Gentrup, City Administrator; Cynthia Boecker, Assistant City Administrator; Steve Hansen, Public Works/Development Services Director; Linda Tyree, Finance Director; Chris Deal, Parks & Recreation Director; Craig Knouse, Police Chief; Jane Sharon, Deputy City Clerk; Scott Faubion, Liberty Tribune; and one member of the public.

 

IV.       APPROVE MINUTES AND SUMMARIES

 

A.                 REGULAR SESSION MINUTES OF JANUARY 27, 2003

 

Council Member Hester asked that the minutes be corrected to reflect that she did not both move and second the motion on the ordinance pertaining to condemnation.  Council Member Hadden moved to approve the minutes as amended.  Council Member Martin seconded the motion, which carried unanimously.

 

B.                 STUDY SESSION SUMMARY OF FEBRUARY 3, 2003

 

Council Member Martin moved to approve the summary as distributed.  Council Member Hester seconded the motion, which carried unanimously.

 

C.                 EXECUTIVE SESSION MINUTES OF FEBRUARY 3, 2003

 

Council Member Martin moved to approve the minutes as distributed.  Council Member Hadden seconded the motion, which carried unanimously.

 

V.        CITIZENS’ PARTICIPATION – None.

 

VI.       MEETING SCHEDULE

 

Mrs. Gentrup noted that the study session on Tuesday, due to the Monday holiday, would be a joint session with the Planning & Zoning Commission.

 

VII.      CONSENT AGENDA

 

A.        AUTHORIZE EXECUTIVE SESSION TO BE HELD IMMEDIATELY FOLLOWING REGULAR SESSION IN THE COUNCIL CONFERENCE ROOM TO DISCUSS LITIGATION MATTERS, AS AUTHORIZED BY 610.021(1) RSMo – MOTION

 

Council Member Hester moved to approve the executive session.  Council Member Hadden seconded the motion, which carried unanimously.

 

B.         PURCHASE OF REPLACEMENT SLIDE FOR THE LIBERTY COMMUNITY CENTER POOL FROM AIRSPACE USA IN THE AMOUNT OF $11,790.00 – MOTION

 

Council Member Hester moved to approve the purchase.  Council Member Hadden seconded the motion, which carried unanimously.

 

VIII.     PUBLIC HEARINGS – None.

 

IX.       ORDINANCES, CONTRACTS AND RESOLUTIONS

 

A.                 ACKNOWLEDGEMENT OF VENDOR PAYMENTS FROM JANUARY 24, 2003 THROUGH FEBRUARY 7, 2003 – ORDINANCE

 

Document No. 6024 was read.  Council Member Martin asked about payment to Alliance Printing (check no. 73352).  Finance Director Linda Tyree stated it was for billing forms.  Mrs. Martin asked if the staff does any comparison-shopping when making these purchases.  Mrs. Tyree stated she would check into the process, but the forms would last for a year.

 

Mrs. Martin asked about the check to ACS for capital asset training.  Mrs. Gentrup stated that was for staff training related to GASB 34 financial requirements.

 

Mrs. Martin asked about the purchase of ammunition.  Police Chief Knouse stated that was an annual purchase.

 

Council Member Hadden asked about check no. 73353 to APA.  Mrs. Gentrup stated the description indicating clothing expense was a misprint and staff would get a clarification.  Mrs. Hadden asked about the charge for ALERT services.  Chief Knouse stated it is for access to the ALERT system for criminal background checks.  Mrs. Gentrup stated it is a monthly charge.

 

Council Member Brenton entered the meeting at this time.

 

Council Member Brenton asked about Card Center expenses noted as purchases of VCRs.  Mrs. Gentrup stated these were upgrades to the cable system and staff would provide additional information.

 

Council Member Martin moved to approve the ordinance.  Council Member Hester seconded the motion.  Vote on the motion was as follows:  Council Member Collins – yes; Council Member Martin – yes; Council Member Hester – yes; Council Member Parker – yes; Council Member Hadden – yes; Council Member Brenton – yes.  The motion carried unanimously; it was approved by the Chair and inscribed in Ordinance No. 8487.

 

B.                 *CONTRACT WITH CIVIC PLUS FOR WEBSITE REDESIGN SERVICE – ORDINANCE

 

Assistant City Administrator Cynthia Boecker stated that $60,000 had been earmarked in the 2002 Liberty 2010 budget to upgrade and address inadequacies of the City’s web site.  Ms. Boecker stated that eleven firms had responded to the request for proposals and five of those had been

interviewed.  She said the proposals varied widely but the work, budget and goals led to the selection of Civic Plus.  She stated Civic Plus would host the site and the content development would be done by the City staff, further reducing costs.  The City would own the information on the site.

 

Ms. Boecker stated there would be a one-time setup charge of $3,700 and an annual fee of $5,130.  She stated that, by paying the fee annually instead of monthly, there would be an additional 10% savings.  The initial cost of $8,830 would be paid from 2010 funds with additional costs for graphic design of $75 per hour.  Staff would work with the consultant to design the layout of the site. Training for staff would commence in March.  It is anticipated the web site will debut in May.

 

Council Member Collins asked how many hits there are on the current web site.  Ms. Boecker stated she would have to check.  Mr. Collins stated it did not appear to him to be getting much for the cost.  Council Member Martin stated she was of the opposite opinion.  She asked about the history of the company.  Ms. Boecker stated the company, as currently configured, had been around for five years with a longer association with small to mid-size communities.  She stated they host web sites for Manhattan, Kansas, where they are located, and other Kansas, Texas and Missouri sites as well.  Ms. Boecker stated if the company ceases operation, the information and templates are owned by the City and it would not take long to re-establish the web site elsewhere.

 

Council Member Martin asked about access to the site to make changes.  Ms. Boecker stated that the Information Services staff would serve as administrators of the site, three Administration staff members would be trained to create the information and there would be in-house training of staff to be able to update the site.

 

Council Member Collins asked for clarification of the one-time costs.  Ms. Boecker stated $3,700 was the one-time charge for initial setup of the site.  The $5,130 is an annual hosting fee to Civic Plus.  Both these expenses would be paid with 2010 funds in this first year.  The annual fee of $5,130 in future years would become part of the general fund budget.

 

Council Member Hester asked if this vendor is less expensive than the others.  Ms. Boecker said it is and, with the development of the site being handled by City staff, there would be even more savings.  She stated the average proposal was for at least $50,000.

 

Mayor Hawkins asked if the vendor has any experience with e-government.  Ms. Boecker said it does.  Mrs. Gentrup clarified that this contract sets the platform for e-government.  Ms. Boecker stated this would provide the opportunity to do on-line polls but each additional feature comes with an added cost.  E-government functions would be added later.  Mayor Hawkins asked if she could estimate that expense.  Ms. Boecker said it could run between $100 and $300 annually, including initial setup costs.

 

Council Member Martin asked if paying bills on-line would require more staff.  Mrs. Gentrup stated staff cannot answer that question at this point.  Council Member Brenton asked for clarification of the different costs for hosting and access.  Ms. Boecker stated Civic Plus, by hosting the City’s web site, offers a secure server while access to use the Internet is handled through and paid to another vendor.  Teleconferencing capabilities for training and trouble-shooting computer problems are available to the City through a contract with WebEx Services.  Mrs. Gentrup noted there would be savings from what is paid now to Wild-Webs for maintenance of current site content, as that service would be ended.

 

Mr. Brenton asked what would happen if the company closed.  Ms. Boecker stated that the navigation might change, but the City retains the information and could transfer it to another provider for service to the web site.

 

Mrs. Gentrup stated this is a good example of the efforts being made to keep at or below budget.  $60,000 was budgeted to address improvements to a web site that was originally designed by an intern.  Cynthia Boecker, Tony Sage and Sharon Grimes worked together to ensure the most efficient use of funds and technology.

 

Mayor Hawkins asked if it is common for cities to have web sites.  Mrs. Gentrup stated it is very common.  Parks & Recreation Director Chris Deal stated that teams go on-line to see what tournaments are available.  This revision of the City’s web site means revenue for the City.  Mrs. Gentrup stated there would be information about the City as well for economic development.  Ms. Boecker stated that both residents and visitors would be able to get information about the City from the web site.

 

Document No. 6025 was read.  Council Member Brenton 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 Martin seconded the motion.  Council Member Collins said he was having trouble equating value with a web site when it is not known how much it is used.  He stated he would vote against the agreement.  Mayor Hawkins stated there are likely many users of the existing web site and more are possible when e-government services are available.  Council Member Parker asked if the codes would be on-line.  Ms. Boecker stated they are available now.  Mr. Parker asked if companies could find out about Liberty through this web site.  Ms. Boecker said they could.  Council Member Martin said the web site could be the first contact some have with the City and it is important to update it.  The motion carried 5-1-0.  (Council Member Collins opposed the motion.)  It was approved by the Chair and is inscribed in Ordinance No. 8488.

 

C.         PURCHASE AND INSTALLATION OF CITY PARK BALL FIELD IRRIGATION SYSTEM FROM SAMSON LAWN SPRINKLERS INC. IN THE AMOUNT OF  $12,200.00 – ORDINANCE

 

Mrs. Gentrup stated this contract is with the same company that installed the irrigation system for the Bennett Park fields.  Council Member Brenton asked about the future uses of the City Park fields.  Mr. Deal stated the existing fields have been and continue to be upgraded.  He said the sports complex fields are being considered for competitive play and the park fields would be for traditional play and rentals.  He stated there may still be some competitive play at City Park, but not this year.

 

Document No. 6026 was read.  Council Member Hadden moved to waive the rules and consider the ordinance on first reading.  Council Member Martin seconded the motion, which carried unanimously.

 

Council Member Hester moved to approve the ordinance.  Council Member Brenton seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8489.

 

D.        CONTRACT FOR ENGINEERING SERVICES WITH CROWLEY, WADE, MILSTEAD, INC. FOR MOSS TO FAIRVIEW STORM SEWER IMPROVEMENTS IN AN AMOUNT NOT TO EXCEED $8,258.00 - ORDINANCE

 

Council Member Brenton asked if this is the same channel that a payment had to be made to the Department of Natural Resources.    Public Works/Development Services Director Steve Hansen stated it is but that the payment had been required in the first phase.  He stated this phase is not for work on the original channel and therefore no additional fee is required.

Document No. 6027 was read.  Council Member Martin moved to waive the rules and consider the ordinance on first reading.  Council Member Hester seconded the motion, which carried unanimously.

 

Council Member Hadden moved to approve the ordinance.  Council Member Brenton seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8490.

 

E.         MUNICIPAL AGREEMENT WITH MISSOURI HIGHWAY AND TRANSPORTATION COMMISSION FOR INSTALLATION OF TRAFFIC SIGNAL IMPROVEMENTS

 

1.                   LIBERTY DRIVE/SOUTH WALES INTERSECTION – ORDINANCE

 

Document No. 6028 was read.  Council Member Martin moved to waive the rules and consider the ordinance on first reading.  Council Member Hester seconded the motion, which carried unanimously.

 

Council Member Hadden moved to approve the ordinance.  Council Member Martin seconded the motion.  Council Member Brenton asked about the timing of the installations.  Mr. Hansen stated installation was anticipated in the summer, but it would depend on approval from MoDOT.  He stated that it was hoped the signals would be operational by the start of the new school year.  Mayor Hawkins asked if the signal on South Wales would be connected to the school signals.  Mr. Hansen said it would not.  Council Member Martin asked who installs the signals.  Mr. Hansen stated the work is done by a private contractor.  The motion carried unanimously; it was approved by the Chair and is inscribed in Ordinance No. 8491.

 

2.         LIBERTY DRIVE/CONISTOR INTERSECTION – ORDINANCE

 

Document No. 6029 was read.  Council Member Hadden moved to waive the rules and consider the ordinance on first reading.  Council Member Martin seconded the motion, which carried unanimously.

 

Council Member Hester moved to approve the ordinance.  Council Member Martin seconded the motion, which carried unanimously.  It was approved by the Chair and is inscribed in Ordinance No. 8492.

 

There was a discussion about a signal for the intersection of Ruth Ewing Road at 291 Hwy.  Mrs. Gentrup stated the installation of a signal is the responsibility of the developer and that information has been received that the signal has been engineered.  Mr. Hansen stated that the subdivision development which requires the extension of Claywoods Drive and Richfield Road would also be a trigger for this signal being installed.  Mayor Hawkins asked if the requirement for signals could be tied to future developments.  Mr. Hansen stated it might be better to require them when they are warranted.  Council Member Parker expressed concern about Ruth Ewing Road east of 291 Hwy., noting it is narrower along some sections than others and it is not level.  Mr. Hansen stated that this area points out the shortcomings of past policies prior to the adoption of the current road development policy.  Council Member Brenton agreed that changes should be made to require signals at a more appropriate point in a development – perhaps not allowing permits to be issued until the signal is installed.  Mr. Hansen stated that kind of requirement could be included in the development agreement.

 

X.         OTHER BUSINESS

 

A.                 *2003 GOALS

 

Mrs. Gentrup stated that Council goals had been re-established last July for the next three to five years.  Staff goals have been established to support Council goals.  She stated that staff is working diligently on the primary long-term goal to identify, finance and implement sufficient incentives for commercial development in the Liberty Triangle.    She stated that a Tax Increment Financing (TIF) District has been established, and Lowe’s has been identified as the developer of the initial TIF project.  She stated that staff is working with the Missouri Department of Natural Resources and the Corps of Engineers for the appropriate permitting.  Requests for proposals have been sent out for redevelopment plans for the remainder of the Triangle.  Mrs. Gentrup stated that staff has talked to several groups and continues to make presentations on activity in the Triangle.

 

Mrs. Gentrup stated that the South Liberty Parkway, interchanges and community center expansion are identified in the goal related to capital improvements.  She stated construction of the South Liberty Parkway is anticipated to begin this summer, construction of the community center expansion has begun and bids have been requested for Fire Station No. 1 with construction expected to begin in the spring.

 

With respect to storm water management, a preliminary draft of a policy was prepared last year and is expected back for comments at the end of the second quarter.  A study to consider financing options is expected to be completed by the end of the year.

 

Mrs. Gentrup reviewed the goal for identifying the City’s long-term financial needs and stated that discussions would be held soon related to new water and sewer connection charges and how they might be phased in.  She stated what is needed for city hall and the police in terms of facilities are to be considered.  With sites at a premium, she stated that strategies for land acquisition would be brought to City Council for its consideration.

 

Mrs. Gentrup stated a mid-year review of revenues and expenses would determine if there is any room for making improvements to salary, retirement or health benefits or whether reductions are necessary.  The review is slated for late July or early August.

 

Mayor Hawkins stated a use tax had been considered years ago and perhaps should be considered again.  Mrs. Gentrup stated staff can research what exists now and how feasible it might be.  Mayor Hawkins asked to have a review of what could be brought in.

 

Mrs. Gentrup stated that the staff continues to seek alternate sources of funding for projects.  She noted a request had been made to the Full Employment Council for funding.  Funding for equipment related to bio-terrorism and hazardous materials have been requested in a cooperative northland effort through the Mid-America Regional Council.

 

Mrs. Gentrup stated that 26 tournaments are already scheduled at the sports complex along with a full season of league play.  The goal is to build fund balances in the parks’ funds.

 

Mrs. Gentrup reviewed the ongoing goals and stated the redesigned web site would be unveiled on May 5.

 

She stated that annexation could be brought back for consideration at Council’s direction.

 

Mrs. Gentrup noted staff media training is being scheduled in an effort to improve communication with citizens.

 

Mrs. Gentrup reviewed the additional efforts related to economic development.  She stated that a search for an economic development manager would be launched in an effort to hire in the last quarter of 2003.  She also noted the on-going cooperation with the Clay County Economic Development Council and the Kansas City Area Development Council.

 

Mrs. Gentrup stated that the City continues to work with other community partners on issues such as the Flintlock overpass and is supportive of the school’s efforts to find funding for that project.  She stated that a special appreciation event for the school district is being planned by the parks department.

 

Mrs. Gentrup talked about the upcoming 175^th anniversary including the book and a committee to be named to coordinate activities.

 

She stated the Planning & Zoning Commission would meet with the City Council on February 18 in a joint session to discuss the Blueprint for Liberty and its implementation.

 

Mrs. Gentrup noted that new franchise agreements would be completed with MGE, Ameren UE, and Aquila.  She stated that the police are working with the schools to address security issues.

 

Mrs. Gentrup talked about the goal of employees as resources and stated there would be several high profile recruitments including fire chief, economic development manager, development engineer and management assistant.  She stated that the change in LAGERS program to LT-5 would prompt retirements and it was important for the City to be able to compete for new hires.  She stated efforts continue to have effective relationships with all employee groups.  Mrs. Gentrup stated that in-service training is planned on several topics including FMLA, drug testing and ADA.  “Lunch and Learn” sessions would provide employees with training on various software programs.

 

Mrs. Gentrup stated that implementation of the computer-aided dispatch system with field reporting capability is expected to be completed this year.  She stated that efforts continue to work on risk management loss control policy to reduce the possibility of a surcharge by MARCIT on property and casualty and workers compensation insurance coverage.

 

Council Member Brenton suggested changing the language with respect to the long-term goal #4, removing the words about obtaining voter approval and replace with “finance strategies”.  Mrs. Gentrup said that not every option would include going to the voters and that could be reflected in the goals.  Mr. Brenton suggested that a) through j) were more short-term than long-term, such as fee analysis and could be moved to ongoing goals.  Mr. Brenton asked about salary increases being included in short-term goals.  Mrs. Gentrup stated it is mentioned in both places and was discussed in conjunction with the development of the 2003 budget.  Mayor Hawkins asked if Council would go through goal-setting at mid-year.  Mrs. Gentrup said it could.

 

Council Member Brenton stated that streetlights and power is a primary expense and he requested staff look at the whole process through which the City acquires power, including considering another source.  Mrs. Gentrup stated that staff is doing just that, based on council’s direction given at last month’s regular session.

 

XI.               MISCELLANEOUS MATTERS FROM CITY ADMINISTRATOR – None.

 

XII.      MISCELLANEOUS MATTERS FROM MAYOR AND CITY COUNCIL

 

Council Member Martin asked if she should return her pager as she does not use it.  Mrs. Gentrup said that would be appreciated.

 

Council Member Hadden stated that lights are out in the alleys between Mill and Kansas Street is a check should be made to see if the outage was caused by something other than an electrical problem.

 

Council Member Brenton thanked staff for the updated information related to building permits.

 

Council Member Martin asked if there is any other method to get rid of yard waste since BFI has gone to a 9-month schedule and doesn’t pick up in the winter.  Mr. Hansen suggested composting it temporarily.

 

Mayor Hawkins asked if any abnormal water usage has been noted with the mild, dry winter and if that would affect the base period used to determine sewer charges.  Mrs. Gentrup stated the City adjusts based on November to March usage.  Mayor Hawkins clarified the usage then determines the charge.

 

XIII.     ADJOURNMENT

 

            The meeting adjourned at 8:40 p.m.

 

 

                                                                                   

                                                                                                __________________________________

                 Mayor

Attest:

 

           

            _____________________________________

      Deputy City Clerk