The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the Thanksgiving Holiday

Council Letter No. 08-183

November 25, 2008

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

"Model the Way.”

Happy Thanksgiving, Upcoming Holidays, and City Office Closures  

Since we are not having a second City Council Meeting in November or in December, I wanted to provide an additional City Manager Report to keep you informed of some things that are happening in our community and our organization.

On behalf of my family, I want to wish the Mayor, City Council, and every City co-worker and all their families a Happy Thanksgiving.  Both my family and the City of Warrensburg have a lot to be thankful for and we are looking forward to the time off on Thursday and Friday to reflect on all of our many blessings and to give thanks.

If I do not see you soon, the Holiday Committee has done great work to prepare for the annual Holiday Party which will be at 5:30 p.m. on Friday, December 5 at the UCM Union.  Sheila and I hope to see all of you at this always fun and special occasion.      

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, December 24, 2008.

We will keep our offices open Friday January 2, 2009, after the Thursday, January 1 New Year Day Holiday. 

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. 

We tentatively 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;
• Approval of a Memo of Understanding for E-Verify;
• 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 the Fire Union;
• Ordinance Accepting an Easement with Johnson County;
• Approval of a Contract for the Construction of the Sewer Treatment Plant Improvements;
• 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;
• First Reading of an Ordinance Establishing a Warrensburg Arts Commission;
• Mayoral Appointment to the Visitors Advisory Board.  

In order to sell the Neighborhood Improvement District (NID) Bonds for the Hawthorne project and make the January 15 payment on the existing NID notes, it would be too late if we wait for the regular January 12 City Council meeting.  A December 22 additional City Council Meeting would not work either because Mr. Jack Dillingham and Mr. Sid Douglas do not want to try to sell the bonds during the last couple weeks of 2008 as companies are trying to close out their books.  There would not be much interest in the bonds.  As a result, we will need to have a special City Council meeting in early January 2009

We are presently looking at a Tuesday, January 6, 2009, as a date for this additional City Council meeting.  It needs to be sometime during the week of January 5-9, but January 6 is the date that would work best for them.  Please check your calendars and advise us as soon as possible if this date will work for you.

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:

Wage and Benefit Study Soon to be Finalized

The consultant has completed data collection on both wages and benefits.  The City’s management team has reviewed preliminary data to ensure that all employees were accounted for and any and all questions were answered regarding job duties, matches, and any other discrepancies.  This consisted of several telephone conferences and one meeting in person that lasted all day.  There has been significant back and forth with HR and the consultant to ensure accurate data was provided and received and that all information could be checked against our staffing and wage and benefit information. 

The consultant is speaking at a conference in China and will be out of the country from now until December 15.  Because she has the data and is intimately more aware of the application to any wage recommendations, we need to have her present to review that information with the committee and Council representatives.  We plan to schedule a meeting with Lynda Higbee for the week she returns to present her findings to the committee and are looking at a committee meeting on around December 16, 17, or 18. 

Sandra will be in contact with Committee Members to finalize the date.  

We do have data on the benefits portion of the survey that we think is important to review with the committee.  As a result, we would like to schedule a meeting with the committee on December 10 to review the data on benefits and to begin setting some priorities.  The exact time will be determined after a discussion with the Council representatives.

Recent City Manager Activities, Meetings and Events

Since our last meeting, your City Manager participated in a Highway 13 Corridor Coalition Board meeting, spoke at a Freedom Frontier National Heritage seminar, attended a Main Street Open House event for their new offices, and attended a Marketing Branding Committee meeting.

I also attended a Local Government Advisory Committee meeting for the Missouri Department of Natural Resources.  Evidently, I was chosen by the Missouri Municipal League to be one of their representatives.

I went to the farm to do some deer hunting and was back on Thursday, November 20 to attend a Central Missouri Development Corporation meeting, meet with Tracy Brantner, the Executive Director of Johnson County Economic Development, meet with some University of Central Missouri representatives, and worked on several projects during the remainder of the week. 

This last week, I attended a Visitors Center Advisory Board meeting, held a conference call with Lynda Higbee, met with Kory Alfred to review a possible Tree Ordinance and the City’s master trail plan, and attended a Military Affairs Committee Meeting.

Upcoming City Manager Activities, Meetings and Events

Next week I plan to meet with Rich Morrell and Tommy Fatka of the Visitor’s Advisory Committee, speak with a golfing group at Pertle Springs, meet with Keith Haye on a proposed Ham Operator Tower Ordinance, meet with David Sutphin from KCP&L on possible City energy savings, work with Bob Crumb on the City-wide traffic plan and some traffic issues, attend the annual Johnson County Economic Development Corporation meeting, and attend a Chamber function at Arwood’s furniture.  As noted, we are looking forward to seeing you at the Holiday Party at the end of that week on the evening of December 5.

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.  

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Food Donation Collection Points

Food collection points have been established at City Hall, the Community Center, and at our fire stations.  This program is similar to what we have done in the past to assist The Food Center.  The collection effort began on November 18 and will continue through Sunday, December 21.  Non-perishable food items will be transported as often as necessary to The Food Center at 137 E. Culton.  I am hoping that food donations really pick up.  There are many people who look to The Food Center for support, and these food collection points have been established to make it easier for the public to donate.

Radio Sharing Agreement with Missouri Division of Fire Safety

The City has received written approval from the Missouri Division of Fire Safety to utilize various radio frequencies during major emergencies or disasters involving mutual aid responses.  The City’s official copy of this authorization is on file in the City Clerk’s office.  The frequencies will be installed in various City mobile and portable radios in the near future.

Radio Sharing Agreement with State Interoperability Executive Committee

The City has received written approval from the Missouri State Interoperability Executive Committee to utilize various state and national mutual aid and interagency radio channels during major emergencies or disasters.  The official copy of this authorization is on file in the City Clerk’s office.  Some of these frequencies will be installed in various City mobile and portable radios in the near future.  The State Interoperability Executive Committee is granted the authority by the Federal government to approve local government requests for use of these radio channels.  There are strict stipulations as to when these channels can be used.  The primary advantage to these channels is that emergency responders – at least in theory - using vehicular and portable radios should be able to communicate in most areas of the United States on one or more of these standardized channels.  The use of “interoperability” with regard to emergency communications has blossomed dramatically since September 11, 2001.

Firefighter Recruitment and Testing

The deadline to apply for a position as a member of the Fire Department was Monday, November 24.  There were 22 applicants.  Those applicants who meet the minimum qualifications will be invited to appear for testing on Saturday, December 6, 2008.  Persons who pass the written and physical ability tests will be scheduled for interviews.

Insurance Services Office Correspondence

I recently sent an updated city limits map and other written information to the Insurance Services Office (ISO).  In return, I received a letter of acknowledgement from ISO last week.  Based on the information in the letter, it is not possible for me to conclude when an ISO representative will return to Warrensburg for our next community fire protection evaluation.  In keeping with my experience acquired while working in other communities, the Mayor and City Manager are likely to be notified when an evaluation is scheduled.  This is not something about which we should be apprehensive.  Instead, we should view a community evaluation as a means of determining where fire protection improvements are recognized and where fire protection improvements are recommended.

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 of the new bathhouse/concession building.  Construction of the bathhouse is planned to begin in January with a completion date of May, 2009. 

Lions Lake Fundraising Committee

Tony Monetti has volunteered to chair a citizen committee to raise funds for the revitalization of Lions Lake Park.  The public was invited to an organizational meeting on Monday, November 17, 2008 to assist in the fundraising efforts for the park.

City Managers Report available in .pdf