CITY MANAGER REPORT

The Honorable Mayor and Council Letter No. 05-177

Members of the City Council

City of Warrensburg, Missouri November 23, 2005

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the November 28, 2005 City Council Meeting

“I have always been driven to buck the system, to innovate, to take things beyond where they've been.” ~ Sam Walton

Challenge the Process

Inspire a Shared Vision

Enable Others to Act

Model the Way

Encourage the Heart

CITY MANAGER

The quotation this week centers on the leadership concept of "Challenge the Process."

City Council Meeting, Study Session, and Executive Session Meeting

Your Study Session at 6:00 p.m. is in the City Council Chambers at City Hall and calls for the City Council to hear a presentation by Fire Chief Phil Johnston on the National Incident Management System, Johnson County Forward Emergency Response Team and our discussion of upcoming agenda items. An executive session at 7:00 p.m. before the City Council Meeting has been scheduled for purposes of discussing possible legal matters. There is no executive session scheduled at the end of the City Council meeting.

While we originally believed that this meeting would be longer than the November 14th City Council meeting, several of the anticipated items for this upcoming City Council meeting were not ready and instead will be on the December 12, 2005 City Council Meeting. The first item on the upcoming City Agenda is the Consent Agenda and includes the City Manager Report. The remaining items for your 7:30 p.m. Monday, November 28th City Council Meeting include:

· A Public Hearing and Ordinance Pertaining to the Hawthorne Neighborhood Improvement District (NID) Bonds;

· Ordinance Approving Bids and a City Hall Building Repair Contract;

· Ordinance Adopting Section 3-10, Allowing Minors to Consume Alcohol;

· Ordinance Amending Section 3-11, Alcohol Sales to Minors;

· Ordinance Amending Section 3-12, Purchase or Possession of Alcohol by Minors.

The last three previously mentioned items are a result of a recent change in State law and have been recommended by our Police Chief and City Counselor to ensure local compliance.

Upcoming City Council Meetings

Your next City Council Meeting is scheduled for Monday, December 12, 2005 and should not only include items from the December Planning and Zoning Meeting but should also include the following;

· Utility Management Ordinance (1^st Reading)

· Right of Way Ordinance (1^st Reading)

· Ordinances approving City contracts with Southeast Sewer District Contract, Bucher, Willis and Ratliff, Main Street, and Y.E.S.

We do not anticipate having a second City Council Meeting in December.

Council Communication and Projects

From time to time you have communicated to City staff and as a group or individually a request for information on certain issues. The following are some comments and the status on some of the projects for which you have requested information:

Hawthorne Transportation Development District

Doug Harris has filed the City’s answer to the petition to establish the Hawthorne Transportation Development District with the Circuit Court. The City Clerk has a copy of the filing.

New Parks and Recreation Director

The Parks and Recreation Board announced the appointment of the new Parks and Recreation Director. He is Kory J. Alfred from Mt. Pleasant, Iowa. Attached is a copy of his resume for your review.

Downtown Parking and Land Use Consultant

As authorized by the City Council, the City Manager has directed Bucher, Willis and Ratliff to proceed with the study. The land use, parking data collection, and key person interviews will begin immediately after the week of Thanksgiving. A Kick-off Meeting/Focus Session is tentatively scheduled for Thursday, December 15th. Remaining items for the study will be submitted in contract form to the City Council on December 12th.

Recent City Manager Activities, Meetings and Events

Since your last City Council Meeting on Monday, November 14th, I attended a Highway 13 Corridor Coalition Committee Meeting, a Pioneer Trails Regional Planning Commission Meeting, spoke at an Environmental Coalition Meeting on the status of our community recycling efforts, attended a Base Community Dinner to hear General Keys, the Commander of Air Combat Command, attended a community administrator’s breakfast and met with State Representative Pearce.

On Monday and Tuesday of this week Mayor Rutt, Chairman Pro Tem Arwood, myself, and Barbara Carroll, joined some members of the Chamber’s Marketing Task Force and went to Nashville, Tennessee to meet with North Star, our community marketing consultants. We reviewed initial findings of the Brand Print Analysis Project. The unveiling of the brand is scheduled for an evening dinner on Thursday, February 2, 2006 at the end of the Futures Conference. Springfield City Manager Tom Finnie is scheduled to speak at the conference. His topic will be “Where there is No Vision, the People Perish--Creating Tomorrow’s City.”

Upcoming City Manager Activities, Meetings and Events

On Monday, November 28th, the new Career Center is having an open house from 2 to 4 p.m. at 1034 South Maguire, Suite C. The ribbon cutting is at 3:00 p.m. At 6:00 p.m., Tuesday, November 29th, the Pioneer Trails Regional Planning Commission will hold their Annual Banquet. A change in by-laws will be discussed.

Next Thursday, December 1st, I plan to attend meetings with the MoDOT Core Team in Lee’s Summit, our City Discovery Team, and attend the Base Community Council Holiday Dinner at Whiteman. On Friday, December 2nd at 11:30 a.m. a Council review meeting with the City Clerk and City Manager is scheduled and the City Holiday Dinner is that evening. Main Street’s Wreaths and Wits event is at Rhonda Gelbach’s on Sunday, December 4th at 5:00 p.m.

Monday, December 5th and Tuesday, December 6th will be some vacation time. In addition to internal organizational meetings, external events during the remainder of that week include; attendance at the annual Warrensburg Area Economic Development Council Corporation Meeting, a presentation to a CMSU Aviation Management class, and a Central Missouri City Manager’s luncheon.

If there are any questions on any matter, or if you need additional information on this report, please contact either myself or any of the Department Heads responsible. As always, you may contact me on any subject at any time by e-mail or mobile phone or leave a voice mail message at (660) 747-9180.

My family and I want to wish all a Happy Thanksgiving. God Bless!

POLICE DEPARTMENT

Bruce Howey, Chief of Police

Police Department

Crowd Control/ Civil Disturbance Seminar

WPD Sergeant Kirby Carroll and Detective Tim Lowry along with CMSU DPS Sergeants Kim Drake and Brad Drake attended a fully funded two day conference in Ames, Iowa on civil disturbances and crowd control issues in university towns. This was funded by Partners in Prevention.

Investigation into Sexual Assaults Continues

We continue to follow up on leads and step up patrol efforts regarding the two recent reported sexual assaults that have occurred at night in the downtown area.

Department Transfers Announced

In order to best serve our public the following changes of assignment have been made in the Police Department effective Monday, November 21st:

Patrol Corporal Donna Bartlett is reassigned as a Detective

Detective Tom Carey is reassigned as the Community Policing Corporal

Community Policing Corporal Dustin Mayden is reassigned as a Patrol Corporal

It should be noted that these transfers do not include increases in salary or changes in rank.

Animal Shelter

Shelter Reopens

The Kennel walls of the Animal Shelter were completed on schedule 11/11/05. Shelter Manager Heather Smith reported that DESCO did an excellent job on the kennel walls. The Animal Shelter was opened a day early on 11/14/05 to receive dogs. The shelter received 9 dogs on Monday the 14th of November within 3 hours of opening. Shelter Manager Heather Smith and the employees of the Animal Shelter would like to thank everyone for being so patient and understanding during this time.

Shelter Water

On 11/19/05 Heather Smith, Animal Shelter Manager, was called into the Animal Shelter due to lack of water pressure. Upon arriving at the Animal Shelter, she found there was no water at all. She contacted a plumber, and after a diagnostic it was found there may be a problem with the well pump. She then contacted Everly Pump Company and he will be coming out to the Shelter on 11/21/05.

Animal Shelter Community Awareness

Heather Smith was asked to visit the Whiteman 4th and 5th grade students on 11/8/05. The visit was a success, and the Shelter will be hosting a tour for the 4th and 5th grade students on 11/29/05.

Animal Shelter Donations

The Animal Shelters Veterinarian Dr. Cheryl Albin will be donating a microscope to the Animal Shelter so that they may be able to quickly recognize any parasites, or illness. This should help in reducing the spread of diseases throughout the Shelter.

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Monthly Emergency Managers Meeting

On Thursday, November 10, 2005, I attended the monthly emergency managers meeting at the Johnson County Emergency Management Agency office at 122 Hout Street. The meeting took place in the newly renovated former law office building that is now home to the County’s Emergency Management Agency. In addition to discussing a variety of emergency management topics during the meeting, attendees had the opportunity to tour the Whiteman Air Force Base mobile command trailer. It has a wide array of communications circuits that would be useful in the event of a disaster or other incident to which the Air Force might respond. The trailer is also equipped with sophisticated weather monitoring equipment, satellite communications capabilities, and an emergency power generator.

Firefighting Foam Purchase

On Wednesday, November 16, 2005, the Fire Department ordered 160 gallons of firefighting foam concentrate. The cost of the purchase is $2,958.08 and amounts to $18.48 a gallon. The foam concentrate is mixed with water to produce more than 5,000 gallons of foam solution depending upon the type of situation in which the foam is to be applied. The foam we ordered is suitable for use on flammable liquid fires and fires involving alcohol products, polar solvents, and other specialty chemicals. We selected the Angus® brand of foam because of its reputation, its availability from area vendors, and the fact that other fire departments in Johnson County utilize the same brand. By standardizing the brand of foam we use, we help ensure that manufacturers’ warranty problems don’t arise if we were to mix our foam concentrate with that used by other area fire departments. The foam was purchased after competitive bidding, and the delivery should take place by mid-December. The foam is delivered in 5-gallon plastic pails. Engine 4 and Engine 5 each carry 40 gallons of foam concentrate. This purchase will allow us to remove the foam presently in the apparatus tanks by training with it, and we will replace it with a known product that meets our new standard for Class “B” foam. This purchase will allow us to have one complete change of foam for each of these two first-line fire engines.

Fire Department Administrative Reorganization

On Wednesday, November 16, 2005, the City Manager approved the first half of an administrative reorganization of the Fire Department. The first segment involved the elimination of one of the Fire Department’s two Assistant Fire Chief positions and the creation of a full-time Fire Training Officer position at the level of Battalion Chief. The second phase of this reorganization involves creating an Administrative Officer position at the rank of Battalion Chief. The funds for this second position would come from the funds that were approved by the City Council in the FY 2005-2006 annual budget and were originally earmarked for the Training Officer position.

The Fire Training Officer position was filled on November 19, 2005, by laterally moving “B” shift Battalion Chief Jim Kushner into this position. Hopefully, the Administrative Officer position will be filled after January 1, 2006, by laterally moving “C” shift Battalion Chief Guy Parsons into this position. The Administrative Officer position will involve providing administrative support in the areas of payroll, purchasing, inventory control, asset management, records and reporting, and database management. The Administrative Officer will also serve as the Assistant Emergency Management Director for the City as well as assist the Fire Chief with improvements to the City’s Insurance Services Office classification. The Training Officer position reports to Assistant Chief Sean Douglas and will take over supervision of the Part-Time Firefighter program. The Administrative Officer position, if implemented, will report to the Fire Chief. A competitive examination process for Battalion Chief will need to occur to provide an eligibility list from which the position(s) can be filled. The creation of the Training Officer and Administrative Officer positions at the rank of Battalion Chief will, in theory and possibly in practice, enable all of the Battalion Chiefs to be rotated through these positions.

A new organization chart has been developed, and a new job description for Battalion Chief that incorporates the job assignment titles of Shift Duty Officer, Training Officer, and Administrative Officer has been developed.

Fire Captain Mike Flores has been appointed to an out-of-class position as Battalion Chief for “B” shift until the promotional testing occurs. Firefighter/EMT Karl Adkison, Jr. has been appointed to an out-of-class position as Fire Captain until either Captain Rick Jones returns from injury leave or the “B” shift Battalion Chief position has been filled.

The reorganization does not increase the number of personnel in the Fire Department. What the reorganization does is better focus Fire Department resources in order to improve internal efficiency and strengthen our level of public protection.

Hurricane Katrina and Hurricane Rita Briefing

On Wednesday, November 16, 2005, Chief of Police Bruce Howey and I attended a presentation made by Stephan Moody, Operations Chief of the Missouri State Emergency Management Agency. Mr. Moody, a former Warrensburg Police Officer, is a senior level emergency management official who shared his observations regarding the preparedness and response aspects of Hurricanes Katrina and Rita. Sue Sterling of the Daily-Star Journal wrote a very informative article on Mr. Moody’s presentation.

Radio Interoperability Equipment Grant Information Meeting

On Thursday, November 17, 2005, I attended a meeting at the Pioneer Trails Regional Planning Commission in Concordia. Officials from the Missouri State Highway Patrol and the Missouri State Emergency Management Agency explained an upcoming grant program designed to provide additional radio equipment to Missouri’s emergency response agencies. The grant application period will open January 1, 2006 and remain open for 30 days. Applications will be accepted from counties on behalf of their emergency response agencies that do not yet have mobile radio equipment that presently conforms to the Federal Communications Commission’s “narrowband” requirements that have been published. Few Fire Department radios are able to meet this requirement. I presume that Johnson County will apply for grant funds to acquire new radio equipment, but I have no idea how much in the way of funding may become available. There is an estimated $6 million available to cover the entire state.

Complimentary Letter from FEMA Regarding WFD Members

On Friday, November 18, 2005, I received the attached letter from Trevor F. Miller, FEMA Division I Team Leader, regarding the exemplary performance demonstrated by Warrensburg Firefighter/EMT Karl Adkison, Jr. and Firefighter/EMT Andy Foster during their recent deployment in support of the rescue and relief efforts associated with Hurricane Katrina. Firefighter/EMT Adkison and Firefighter/EMT Foster distinguished themselves during their assistance to the citizens of Mississippi during the deployment.

Meeting with President-Elect of WAARCI

On Monday, November 21, 2005, Battalion Chief Dale Parsons, Firefighter/EMT and Assistant Team Leader Mike Penrod, and I met with Ray Carstensen, the president-elect of the Warrensburg Area Amateur Radio Club, Inc. (WAARCI). We met to discuss the ways that amateur radio operators can support our community through interaction with the Fire Department and by providing emergency communications during disasters and other emergency situations. We are going to convert a former ambulance into a mobile command and communications unit. The vehicle will have emergency services radio equipment as well as amateur radio equipment. We envision that this vehicle could be used throughout Johnson County during major emergency incidents.

We discussed the types of services that the amateur radio operators can provide during a disaster, and we identified specific tasks that need to be done prior to the Spring severe weather season.

One of the first ways that the amateur radio operators will assist us is by helping develop a cadre of radio operators who are able to go to the storm shelters that we designated last year. We will need to define policies and have training, but the concept of having real time information going to and from storm shelters and the Fire Department, the Johnson County Central Dispatch and 9-1-1 Center, the County Emergency Management Agency office, and the National Weather Service in Pleasant Hill presents real opportunities to serve the people who find it necessary to go to a community shelter during severe weather or other adverse situations that require the shelters to be opened.

As the incoming president of the WAARCI, Ray Carstensen expressed the club’s willingness to partner with Warrensburg, Johnson County, and the other communities in our county.

Firefighter Pre-Employment Testing Continues

Applicants for Part-Time and Student-Resident Firefighter positions who successfully completed the written and physical ability tests on Saturday, November 5, 2005, will be invited to interview panels on December 7 and 14, 2005. Assistant Chief Sean Douglas is overseeing this project. He is being assisted by a number of Fire Department personnel.

Central Dispatch Open House

On Friday afternoon, December 9 and Saturday, December 10, 2005, the public will be able to tour the new Johnson County Central Dispatch facility at 101 W. Market. More details should be available soon. Plans are underway to have fire, law enforcement, and EMS personnel and their equipment available (weather permitting) to enhance the event. I imagine that invitations will be sent to the elected officials of the agencies that are served by the dispatch center. Center Director Tom Ling and his staff are excited about the capabilities that will exist in the new 9-1-1 and emergency dispatch center. I hope that as many City officials and employees as can make it by the open house and see what is being provided for the citizens of Johnson County in the way of a new, modern 9-1-1 emergency communications center.

FINANCE OFFICER

Paul Hokanson

Financial Condition

The attached spreadsheets (“By Revenue Source and Expense Object” and “Expenses by Department”) present a summary of the revenue and expenditures for the City of Warrensburg for the period of October 1, 2005 to October 31, 2005. The reports compare the actual to the budgetary amounts and present the percentage of the budget spent and earned. One-twelfths of the fiscal year has elapsed; therefore, compare the percentages spent and earned to 8.33 percent to determine how the actual compares to budgeted amounts. Explanations are presented in the “Notes” column for material differences.

Cash Flow Graphs

The attached cash flow trend graph (“Cash Flow Projection/Actual 2005-2006”) compares actual cash receipt and disbursement trends to those projected. This information helps management calculate cash availability for future spending and investing purposes, and brings to our attention material deviations from the projections.

PUBLIC WORKS

Bob Crumb, Director of Public Works

and Community Development

Street Department

The crew is assisting the Sewer Collections Crew in repairing a main on Clark Street.

Way Finding Signs Phase I

Slim is working on the next group of signs. The signs in the PCA Road area are the next priority.

City Wide Traffic Study

Bucher, Willis and Ratliff is preparing a scope of service and contracts for us to review.

North Street Extension

The final set of plans and specifications were submitted to Missouri Department of Transportation (MoDOT) and have been reviewed. We are waiting on the final approval to go to bid from MoDOT.

Hawthorne Commercial Development

Construction is in progress for the Hawthorne Commercial development project.

Utility Ordinance

Doug Harris and I have met on several occasions to review changes in the proposed Utility Ordinance. We expect to have the ordinance for Council to read again at the December meeting.

Wastewater

The citizens of Warrensburg were very supportive of the sewer bond issue vote on November 8th. I am very appreciative of the Council support and the hard work that Jeff, Barbara and Council member Rich put into providing information to the voters to get such an overwhelming approval. We have our work cut out for us to get the projects completed in time and under budget. I will be meeting with Archer Engineers on Tuesday, November 22nd to schedule the work on the sewer expansion projects.

We are also working on the replacement of the lift station on Cooper Blvd to serve the Lowe’s store and several new businesses that are moving into the Northtowne development.

The bar screen was rebuilt and returned from the manufacturer and reinstalled at the West Treatment Plant. (a bar screen catches trash and separates it from the water flowing into the plant.)

Highway 13 East Loop

A public meeting was held on November 10th at the Community Center. There was a good turnout for the meeting.

Mo. 13 Traffic Congestion

We have been told by MoDOT staff that the signals at the ramps on US 50 Hwy are not connected to the Russell Ave. signal and the signals to the south. If this is accurate, it explains much of the problems with congestion. I am working with their traffic engineers to get this sorted out.

Lowe’s

The Lowe’s project has been completed! Final grading on North Holden Street was finished today. MoDOT will be installing the traffic signal at Holden and Bus 50 soon. The grand opening is scheduled for Friday, December 16th.

Spring Ridge Storm Drain Project

The Spring Ridge Storm Drainage project has been completed.

West Culton connection to Deerfield

The new street construction of West Culton between Water Street and the last phase of Deerfield subdivision is open and final work is being completed. This was a joint venture between the City and the developer. The City provided the right of way and the developer completed the construction.

GASB 34

CMSU intern Ms. Amy Reinkemeyer was hired to work on the GASB 34 project. The project has been completed and a copy is included in the Council packet for your review.

Personnel Notes

I have been on vacation for the past two weeks. I will be traveling back to Colorado with my daughter and granddaughters for Thanksgiving. I will be out of the office on Wednesday, November 23rd and back to work on the 28th.

COMMUNITY DEVELOPMENT

Barbara Carroll, Assistant Director of Community Development

Economic Coordinating Board

At the November 17, 2005, Economic Coordinating Board (ECB) meeting, the group reviewed the existing information and reports used by each organization and how this information could be shared on a website. Each organization gave an update on current activities as related to economic development and there was a discussion about planning the Warrensburg Day to Jeff City in the spring. Attached to this report is a copy of the October 20, 2005, ECB meeting minutes.

Board of Adjustment Meeting

The Board of Adjustment will be meeting on December 12, 2005, at 3:00 p.m. to hear a request for a variance case. Drawing Room L.L.C., Wendell and Carol Davis, have applied for a variance to be allowed to encroach 22 ft. into the required 30 ft. setback from a property line adjacent to a residential district for the purpose of placing a log cabin structure on property in a GB General Business district. A public notice of the hearing will run in the Daily Star Journal on November 23, 2005.

Various project that we are working on include

Public utility easements and platting issues

Request for Qualifications for Comprehensive Plan consultant

Telecommunications ordinance

Innovative Financing resolution and information packet

West Park Annexation

All American City Award Application

PARKS AND RECREATION

Terry Schell, Acting Director

• As the council already knows, the Park Board has employed Mr. Kory Alfred from Mt. Pleasant. IA as the new director.  He is to begin on Jan. 3, 2006.  The staff looks forward to working with Mr. Alfred.

• The Community Center will be closed Dec. 12th, 13th, and 14th so maintenance work can be performed. Among the things to be addressed is some carpet replacement and hall walls repainted along with many other items.

• The fitness area is getting ready to purchase some new equipment to be installed this winter.  The area is very popular with the public, especially this time of year.

• All outside facilities have been winterized and closed down including the Rotary fountain.  With the completion of outdoor sports, the maintenance dept is trying to get a few last minute items taken care of before cold weather.

CITY CLERK

Cindy Gabel

Just a reminder of future events:

• Thursday and Friday, November 24th and 25th City Hall will be closed for Thanksgiving;
• Monday, November 28th is a study session at 6:00 p.m. and City Council meeting at 7:30 p.m.;
• Tuesday, November 29th at 6:00 p.m. is the Pioneer Trails Regional Planning Commission’s Dinner and Meeting at the Concordia Community Center in Concordia;
• Friday, December 2nd at 11:30 a.m. is Cindy and Jeff’s quarterly luncheon with the City Council;
• Friday, December 2nd at 6:30 p.m. is the City Holiday Party at the CMSU Ballroom;
• Sunday, December 4th, 2005 at 5:00 p.m. is the Second Annual Wreaths and Wits, presented by Warrensburg Main Street, Inc., at the home of Rhonda and Doug Gelbach, 300 S. Holden;
• Tuesday, December 13th at 8:00 a.m. is the first day for City Council filing. There will be one three-year term available;
• Wednesday, December 14th at 6:00 p.m. is the “board-cutting” version of a ribbon-cutting ceremony for the opening of Lowe’s at 912 N. College Ave.;
• January 31st-February 2nd, 2006 is Look to the Future of Warrensburg, time and location will be announced later;
• Wednesday, March 1st, 2006 is Student Government Day.