City Managers Report
The Honorable Mayor
and members of the City Council
City of Warrensburg, Missouri
Dear Mayor and Council Members:
SUBJECT: City Manager Report for the December 8, 2008 City Council Study Session
Council Letter No. 08-184
December 5, 2008
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Inspire a Shared Vision
Challenge the Process
Enable Others to Act
Encourage the Heart
Model the Way
The quotation for this City Manager Report centers on the leadership concept of
"Inspire a Shared Vision.”
City Council Meetings, Study Sessions, and Executive Sessions
Our next City Council Meeting is scheduled for Monday, December 8, 2008, and we plan to have an Executive Session at 6:00 p.m. at the City Hall Annex just prior to the 7:00 p.m. regular City Council Meeting.
At this time we believe that the December 8, 2008 City Council Meeting Agenda at 7:00 p.m. will include the following items:
- Resolution to Pay Bills;
- Approval of a Memo of Understanding with Main Street for Community Development Block Grant Activities;
- Resolution Accepting Public Improvements for Caleb’s Place;
- Appearance by Municipal Judge James Hall and Discussion of the Municipal Court;
- Resolution to Establish a Policy on Trust Disbursements;
- Public Hearing and Approval of a Sewer Use Fee for the Northeast Interceptor;
- Ordinance Authorizing an Agreement with International Association of Firefighters IAFF Local 3923;
- Approval of a Contract for the Construction of the Sewer Treatment Plant Improvements;
- Ordinance Providing a Warranty Deed to Johnson County;
- Approval of an Annual Contract with Warrensburg Main Street Inc.;
- Approval of an Annual Contract with Johnson County Economic Development Corporation;
- Ordinance Vacating a Street Right-of-Way at 611 and 613 Burkarth Road;
- Ordinance Establishing a Speed Limit on Portions of Hawthorne Boulevard;
- Ordinance Authorizing a Mutual Aid Agreement with Whiteman Air Force Base;
- Ordinance Approving a Memo of Understanding for E-Verify;
- First Reading of an Ordinance Establishing a Warrensburg Arts Commission;
- Mayoral Appointment to the Visitors Advisory Board.
We have scheduled a Special Council Meeting at the City Hall Annex for Friday, January 9 at 12:00 p.m. (noon) to authorize an extension of the original Neighborhood Improvement District Notes and make the deadline for the final January 15 payment on the existing NID notes.
We do not plan to have an additional City Council Meeting in December of 2008 but at this time anticipate that at the regular City Council Meeting on January 12, 2009 that the following items may be on that Agenda:
- Resolution to Pay Bills;
- Request for Funds from the Stephenson Fund from Project Graduation;
- Second Reading of an Ordinance Establishing an Arts Commission;
- Approval of a Sewer Inflow Study from Archer Engineers;
- Addendum to a Contract with GBA for architecture services;
- Ordinance Authorizing a Contract for the Construction of the Police Building;
- An Ordinance Authorizing a City/County Emergency Management Agreement;
- Review, Discussion and Possible Approval of the Higbee Wage and Benefit Study;
Council Communication and Projects
You have communicated to City staff, as a group or individually, requests for information on certain issues. The following are some of those items:
Financial Reporting and Economy Monitoring
As previously reported, the City Council wants more detailed quarterly financial statements and the City’s Finance Department is working to provide this quarterly financial report for the City Council in January. Enclosed are the normal bills report and Monthly Financial Statement that provides a summary status of 2008-09 actual revenues and expenditures compared to budgeted figures.
We continue to monitor financial and economic activity within our community. While we previously provided sales and franchise information for two months out of a three month quarter and recently noted that our sales tax was up and our franchise tax revenues remained strong, as of Thursday we had not yet received the third month sales tax receipts. I should have this information in time to review and discuss this with you at the upcoming December 8 City Council meeting.
Amateur Radio Tower Ordinance Discussions Continue
The City Manager and the Community Development Director recently met with Keith Haye, a representative of the local Amateur Radio Club, on the possible new zoning guidelines for Amateur Radio Towers. The meeting was very productive and with some more planned discussions we believe that a public hearing on a proposed new ordinance could take place at the February Planning and Zoning Commission.
Recruitment of New Public Works Director Begins
Due to the extreme difficulty in today’s market to find Public Works Directors and as communicated during the budget process, the City budgeted funds for a professional search firm to find a new Public Works Director. As a result, City staff received proposals from six firms and has selected Slavin Management Consultants to conduct the search. Our Public Works Director, Robert Crum, will retire in early April and we must immediately work with the Council, City staff and Slavin Management Consultants to develop a recruitment profile and immediately begin the national search to recruit this important position.
Community Branding Efforts Continue
The emphasis on the Chamber’s branding and marketing committee for the next year will be the development of a marketing video by the University, and concentration on web page development. I plan to meet with the other local administrators at a breakfast to discuss the importance of cooperation in aggressively marketing our community.
Visitors and Tourism Advisory Committee Discuss Possible Sports Authority and/or Athletic Facility Task Force
At the recent Visitors Center and Tourism Advisory Committee, it was suggested that the local governments (school, university, hospital, and city) and other private entities provide direction on how the community could coordinate their facilities to support sports tourism.
After discussion with the local administrators, it is possible that we could bring to you a resolution to initiate a task force to explore these possibilities.
Johnson County Zoning Proposal to Be on Ballot in April, 2009
One of the Action Steps under Goal II of the City Council’s Goals, Objectives, and Action Step Program is to; “Support Johnson County’s efforts to develop zoning around Whiteman Air Force Base and promote County wide zoning”. As indicated in the local news media, the County Planning and Zoning Task force has agreed to place Johnson County Zoning on the April, 2009 ballot.
Wildlife Management Efforts and Research
Several of the City Council Members have asked the status of our wildlife management efforts. Attached is a memo from Chris Lowe on the status of his efforts and the research on this subject. Please review the information and get back with me. We can immediately proceed with the suggestions in the report or discuss this information at a selected study session of your choice.
Recent City Manager Activities, Meetings and Events
This last week I attended a meeting with Rich Morrell and Tommy Fatka of the Visitor’s Advisory Committee, spoke to a golfing group at Pertle Springs, met with Keith Haye on a proposed Ham Operator Tower Ordinance, met with David Sutphin from KCP&L on possible City energy savings, worked with Bob Crumb on the City-Wide Traffic Plan and some traffic issues, and attended the annual Johnson County Economic Development Corporation meeting, I also attended a Chamber function at Arwood’s Furniture, met with staff and a local developer and attended the Holiday Party at the end of this week.
Upcoming City Manager Activities, Meetings and Events
Next week I plan to attend a Highway 13 Corridor Group Coalition Meeting, meet with Department Directors, attend a Wage and Benefit Committee Meeting to discuss the benefit findings from our wage and benefit consultant, and attend a Branding/Marketing Meeting.
The following week, I plan to attend our monthly KOKO radio discussion, attend a Comprehensive Regional Economic Strategy Meeting and Pioneer Trails Regional Planning Commission Board Meeting, meet with the City Attorney and attend a Visitor’s Advisory Committee Meeting.
The week after I will be providing depositions on our northeast sewer condemnation case and take some time off for the Holiday season.
Economic Partnership Activities
As is our custom, attached are the Annual reports from Warrensburg Main Street, Inc. and Johnson County Economic Development Corporation, and the monthly report from the Chamber of Commerce Visitors Center. The reports from these Warrensburg Economic Partners are not only being provided to keep you informed, but are also available for interested citizens.
Traffic Commission
Attached is a copy of a summary of the November Traffic Commission meeting.
Upcoming Holiday Office Closures
Governor Blunt has signed an executive order closing state offices on Friday, December 26, 2008, and as a result, we plan to also close our municipal offices on Friday, December, 26, 2008. As is our tradition, because of the lack of business, we also plan to close our offices at 1:00 p.m. on Christmas Eve, Wednesday, December 24, 2008. Our offices will be closed on New Year’s Day, Thursday, January 1, 2009 but will be open on the Friday, January 2 after New Year’s.
Holiday Greetings and Best Wishes
On behalf of my family, I want to wish the Mayor, City Council, and every City co-worker and all their families the very best of wishes during the upcoming Holiday season. My family and I are indeed blessed to have such a great community to work and play in and enjoy the open and positive feelings from so many friends and colleagues.
As always, 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 noted in this report. You may always contact me on any subject at any time by e-mail or mobile phone or leave a voice mail message at (660) 747-9180.
COMMUNITY DEVELOPMENT
Barbara Carroll, Director of Community Development
November 2008 Community Development Activity Report
The Community Development Report for the month of November is attached. Please ask if you have any questions regarding this information.
Economic Coordinating Board Meets
The Economic Coordinating Board met on November 20, 2008. The legislative sub-committee brought forward an idea to have an event for newly elected officials and all the board members of the partner organizations. This would eliminate the need for each organization to have their own event to meet the candidates and outline priorities for the coming legislative session. The event will most likely be held on the morning of January 9 or January 16, 2009. Other discussions including updating the Location-One website design, the coming availability of community photos on the Flickr website, and the retail and population data the City now has available.
Building Division Upgrades
The Building Division is in the process of upgrading its permit software from a DOS based Incode product to the newest Invision product. The software will be compatible with the collections software and make it easier to track contractor’s license. Staff is currently redesigning the building permit, Certificates of Occupancy, and internal routing forms to prepare for the software migration in mid-December. Additionally, the Building Inspector will be transitioning to a mobile notebook computer in place of a desktop computer after the software migration occurs. This will allow more efficient use of his day for inspections as well as give him access to the on-line building codes in the field.
Annual Report Submitted
In November, Angela Eley, City Planner, prepared and submitted the City’s Certified Local Government Annual Report. The report summarizes the activities of the Historic Preservation Commission for the past year and was submitted to the State Historic Preservation Office. Included in this year’s report was a summary of the Cultural Resource Survey project and Final Report, training sessions attended by staff and commissioners, public attendance at informational meetings, and National Register nominations submitted within the City limits.
FIRE DEPARTMENT
Phil Johnston, Fire Chief
Food Donation Collection Points
The public is now using the food collection points at the Community Center and at Fire Station 2. We need to encourage contributions for the boxes at City Hall. We will continue this effort through Sunday, December 21. All of the donated items are for the clients of The Food Center.
Johnson County Emergency Services Board (JCESB)
The Johnson County Emergency Services Board held its first meeting on November 24, 2008. The Board was appointed by the Johnson County Commission following the November 4, 2008, approval of a county-wide emergency dispatch sales tax. The board members were appointed to various committees. One of my initial assignments is to serve on the by-laws committee. Johnson County Fire District Chief Larry Jennings is also on the by-laws committee. His experience working with an elected board at the Fire District will be invaluable in the creation of the by-laws for the Emergency Services Board. We will refer to the new Board as the JCESB.
Two other JCESB board members – Chief David Miller from the Johnson County Fire Protection District # 2 and EMS Chief Shane Lockard from the Johnson County Ambulance District - have considerable experience working with elected boards. Johnson County Central Dispatch Executive Director April Tarrant provided the JCESB with an outline of the tasks that need to be done in the next 90 days. One of the initial priorities is obtaining interim financing so the Central Dispatch operations can continue from January 1, 2009 (when the JCESB actually begins operations and Johnson County’s provision of dispatch and 9-1-1 services ceases) and the date in April when the first 9-1-1 sales tax revenues are received. Executive Director Tarrant announced that the Johnson County Clerk and the Missouri Secretary of State determined the first election for the public to run for seats on the JCESB will take place in April of 2010. The next JCESB meeting is scheduled for 6:00 pm on December 16 at the Johnson County Emergency Management Agency office at 122 Hout Street.
Firefighter Recruitment and Testing
The City received 22 applications from persons wanting to become part-time or student-resident firefighters by the November 24 deadline. Those applicants who were found to meet the minimum qualifications have been invited to appear for testing on Saturday, December 6, 2008. Persons who pass the written and physical ability tests will be scheduled for interviews. We hope to be able to fill present openings by February.
End in Sight on Fire Station 1 Remodeling Project
We are approaching the date when Fire Department personnel will move back into
Fire Station 1. The major renovations provided by Reasbeck Construction, Inc. have been completed, and we are waiting for the installation of interior partition walls, dormitory beds, and other equipment. Hopefully, we will resume operations from Fire Station 1 and our new offices before December 25. We are grateful for the support and efforts of the City Council, City Manager, Public Works Director and his department, the Project Management staff and contractors who worked on this project. An open house will be scheduled for the public to tour the areas and view the improvements.
PARKS and RECREATION
Kory Alfred, Director
Landscape Architect Selected for Lions Lake Plan
The Master Plan Committee of the Parks and Recreation Board selected Landplan Engineering of Kansas City as the consultant to develop a rendering for the revitalization of Lions Lake Park. The committee selected Landplan Engineering because of their past experience with similar lake projects. A contract for services with Landplan will be on the next Park Board meeting agenda.
Nassif Pool Upgrade
The aquatic features are currently under construction and are on schedule for the established completion date. Staff is working on the design for the new bathhouse/concession building. Construction of the bathhouse is planned to begin in January with a completion date of May, 2009. A design/build contract with Reesbeck Construction is on the upcoming agenda for board approval.
Land and Water Conservation Grant
Sandy Irle has volunteered to assist with preparation of a Land and Water Conservation Grant. The project for which the grant is being prepared is the wetland development in the proposed fore bays of Lions Lake. The wetland will serve two purposes. The first purpose is to act as a filtration system for the water entering the lake. Secondly, the wetland will be an interpretive area for the study of aquatic plants and wildlife. A resolution approving application of this grant is on the upcoming board meeting agenda.
PUBLIC WORKS
Bob Crumb, Director of Public Works
Street Department Activities
The Emerson Street Storm Drainage project has been completed. This project included the construction of a junction box connecting two storm sewer mains. The original construction was not done properly and caused backups and flooding.
New trash receptacles for the downtown area have been received, the street crew is busy placing and securing them throughout the area. The contractor for the holiday lights have completed the placement of the decorations along the major streets.
The Street Department responded to a request for treatment of icy spots overnight on November 30, 2008.
Improvements to Maguire Street Intersection
The improvements to the Maguire at Grover, Gay and North Streets will be out to bid soon. We anticipate taking the bids to the City Council for award in January.
West Pine Interceptor Project
The project has been completed. The final acceptance and final change order will be presented to the City Council in January.
Request for Qualifications (RFQ’s) for the Downtown Project
RFQ’s for engineering services have been received and will now go before a selection committee of City staff and Main Street members for selection of the top firms. Staff would like one Council member to serve on the selection committee.
Request for Proposals for Traffic Engineering
Request for Proposals for Traffic Engineering were sent to firms that specialize in traffic studies and are due January 2, 2009. The purpose in the request is to study the traffic congestion around the Gay, Burkarth and Mitchell Street area. The existing traffic congestion around the schools and anticipated expansion of the hospital needs to be studied for possible improvements to reduce the congestion.
Safe Routes to Schools Grant Application
We received notice on December 1, 2008 that our application for sidewalks between Ridgeview School and the residential development along Devasher Road has been denied. The letter indicated that they received 116 applications for a total of $24,714,628 but only $4,500,000 was available in the program. A copy of the letter is attached.
City Council Chambers Improvements at the Annex Building
The risers for the Mayor and Council members have been completed. We have also arranged for the ductwork to be cleaned in the building.
Building Projects
Fire Department Remodel Project final inspection was conducted on Friday, November 21, 2008. The furniture, fixtures and equipment (FF&E) will be installed as it arrives. The upstairs restrooms have been opened for use.
Please refer to the attached report by Mr. Richard Pember, Project Manager for a complete update on the progress of the building projects.
Cemetery Office Building to be Repaired
Raymond Brubaker has the contract to replace the roof on the old Cemetery office building. We are working to get bids to replace the windows and to repaint the building once the roof is finished.
Sewer Plant Expansion Project
Bids were opened on November 20, 2008 at 2:00 p.m. Four bids were received and the low bidder is David E. Ross Construction Company, Inc. from the Kansas City area. The contract will be presented to Council for approval at this upcoming December 8, 2008 meeting.
Request for Increase in Eligible Funds from the State Revolving Fund (SRF)
A letter has been sent to the Missouri Department of Natural Resources (MDNR) requesting additional eligible funds be reserved increasing our eligible funds from $4,611,400 to $8,550,000. This only reserves the funds and the actual amount will be calculated at the loan closing in April 2009. The City originally issued approximately $14.8 million in April 2007. A copy of the letter is attached.
November 2008 Public Works Activity Report
The Public Works Monthly Activity Report for the month of November is attached. Please ask if you have any questions regarding this information.
Activities and Meetings of the Director of Public Works
I will be serving as the Chairperson for the Pioneer Trails Regional Planning Commission Transportation Advisory Council. I hope to continue being active on this committee after my retirement. I will be meeting with the Depot Renovation Board on December 17, 2008. I will be meeting with Mr. Harris this week on numerous issues of new laws regarding contracting with the private sector and responsibilities of the Public Works department regarding new training requirements.
ASSISTANT CITY MANAGER
Chris Lowe
Information Technology (IT)
IT is very busy this holiday season. We have a number of projects in progress and are working diligently to meet deadlines that are set by the construction progress.
We are currently in negotiations with our preferred website design vendor. We have negotiated a lower price for their services by cutting some modules that our IT staff felt they could manage to do themselves. We are hopeful that the contract revision process does not stall the process, but we do feel that negotiations with vendors are important to protect the City’s interests especially in IT.
The class merchant services upgrade has been pushed back to December 18 – 19 because of a scheduling conflict on the vendor’s part. This involves the moving of our merchant services (i.e. credit card processing for Parks enrollment fees) to US Bank.
The RFP for our new phone system is out. The proposals are due in on December 16th. We extended this deadline because of the extensive nature of the RFP; we relied on a consultant to assist us in writing it because we have certainly learned that the more comprehensive and detailed we are in this process, the less room for confusion we have down the road and the better bid we receive. We will take all the proposals to a user committee for evaluation, narrow the field to 3-5 vendors and have them come in for demonstrations. Following the demos we will ask the committee, with the input of Information Technology, to make a decision.
We are making the final revisions to the System Review/Security Audit RFP. It is scheduled to be released on December 5. We should be on target to award this bid before January 1.
Sealed bids are out for a contractor to complete cabling during the construction of the new buildings. The RFP is due on December 2.
Human Resources
I attended an employment law briefing which dealt with new changes to the ADA Amendments Act (ADAAA) which go into effect January 1. There has also been significant revision to the Family Medical Leave Act that just came out last month. We will be developing a PowerPoint presentation to use in training supervisors on the changes to the law.
Finance
We are continuing to prepare for the upcoming audit and closing out the budget year. Effective January 1, 2009 possession of a statement from the Department of Revenue stating no tax is due will be required for the issuance or renewal of any business license conducting any business where goods are sold at retail. The City of Warrensburg is submitting the required request to the Department of Revenue to be able to view the status of an applicant’s tax information on-line. Tax information is confidential and not available to the general public.
Municipal Court
We are saddened to tell you that Wendi Copello is leaving us but are very happy for her reason for doing so. She has accepted a position as a Case Administrator with the U.S. District Court in Denver, Colorado. This is a great professional opportunity for her and an opportunity to return to an area where she has family. Her husband is retiring and will soon join her. They are hosting an informal reception on December 14; please see me for details if you would like to attend. We concluded advertising for the position on December 5 and hope to fill that position from applicants.
POLICE DEPARTMENT
Bruce Howey, Chief
Police and Fire Blood Drive a Success
On December 1, the Police and Fire Departments sponsored a blood drive at the Warrensburg Community Center. Community Policing Coordinator Corporal Tom Carey organized the blood drive which attracted 69 potential donors. A total of 57 pints of blood was donated. The holiday season is an especially important time for donations due to high demand for blood.
Police Building Bid Opening Rescheduled
The bid opening for the new police building has been rescheduled from December 5 to December 15 to allow additional time for bidders to calculate their bids. A total of five bid addendums have been presented to the bidders. It appears that there are a large number of contractors who could be submitting bids on this project. This is encouraging as the competition should spur reasonable bid proposals.
Police Department in the Hiring Process-Need to Replace Three Officers
We have conducted two hiring processes and have rejected all candidates that were applicants. The latest two vacancies have been created by Patrol Officer Chris Brayer resigning and taking a police officer position with University of Missouri Police in Columbia, Missouri and Patrol Officer Eric Hill resigning and taking a position with the United States Marshall’s Service. Quality and qualified candidates are very difficult to come by and the competition amongst police departments is great.
Animal Shelter
New Shelter Brochure
The Shelter has a new brochure to send home with pet adopters that highlights issues that may arise when bringing a new pet into the home. The brochure was made by University of Central Missouri management students as a class project. A copy of the brochure will also be available as a link from the City’s web page.
Students and Microchips for Pets
The Shelter is also working with another group of University of Central Missouri students on a second brochure that discusses the use of microchips in pets as a type of identification. We look forward to having this brochure finished soon so that we are better able to inform adopters the purpose of the microchips.
Shelter Receives $1,100 donation from Murdock/Banner and Associates
Over $1,100 was donated to the Animal Shelter from the Half Marathon that was sponsored by Murdock/Banner and associates. This will be added to the donation projects account and will be used for equipment for the new Animal Shelter building.
Whiteman Air Force Base Presents Police Department Framed Picture and Coins in for “Thanks for What You Do”.
On December 3, Command Chief, Chief Master Sergeant Brian Hornback presented a framed B-2 picture and Air Force Coins to the Police Department in appreciation for the working partnership we share together. We will display this in our hallway until the new police building is completed and then it will be displayed in the lobby.
City Managers Report available in .pdf
Johnson County Economic Development Corp.
Visitor Center Advisory Board Minutes 10/24/08