The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the August 24, 2009 City Council Meeting

Council Letter No. 09-140

August 20, 2009

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 .”

City Council Meetings, Study Sessions, and Executive Sessions

The regular City Council Meeting is scheduled for 7:00 p.m. Monday, August 24, 2009, at the City Hall Annex, 607 Burkarth Road.  We plan to have a Study Session to discuss and go over the proposed budget at 6:00 p.m. just prior to the City Council Meeting.  In addition, I have placed on the Agenda both the Public Comment period and First Reading of an Ordinance on the Proposed Budget and “Further Discussion of the Budget” on the regular City Council Agenda.  Please bring your budget books with you for these discussions.  An Executive Session has been scheduled immediately after the City Council meeting. 

Preliminary Items for the August 24 City Council Meeting includes:

• Resolution Authorizing the Chief of Police to Execute an Agreement for Safer Roadways Program;
• Public Hearing on an Ordinance Fixing the Annual Rate of Levy for Taxes by the City of Warrensburg, County of Johnson, Missouri for the General Revenue Fund Purposes for the Year 2009 and Levying Said Taxes; and
• Public Hearing on an Ordinance Fixing the Annual Rate of Levy for Taxes by the City of Warrensburg, County of Johnson, Missouri, for Park Fund Purposes for the Year 2009 and Levying Said Taxes;
• Public Comment and First Reading of an Ordinance Revising the 2008-2009 Budget and Approving the 2009-2010 budget;
• Ordinance Authorizing a Contract for Engineering for Hamilton Street;
• Ordinance Approving a Settlement Agreement with AT&T/SBC Landline for the City of Warrensburg, Missouri;
• Ordinance Amending Section 4-6 Regarding Disciplining of Licenses of the Code of Ordinances;
• An Ordinance Accepting and Authorizing Final Payment for the Fire Station No. 2 Parking Lot;
• An Ordinance Authorizing a Contract for the Inflow and Infiltration Program;
• Fire Department Report on Statistics and Procedure Changes;
• Further Discussion of the Budget.

Preliminary Items for the September 14, City Council Meeting include:

• Public Hearing on an Ordinance of the Council of the City of Warrensburg, Missouri, Changing a Schedule of Volume Charges for Sanitary Sewer Service Provided by the City of Warrensburg, Missouri;
• Presentation of Nancy Anderson Scholarship;
• Presentation by Representatives of Johnson County Economic Development Corporation;
• Presentation by Representatives of the Warrensburg Area Chamber of Commerce and the Visitors Center Advisory Board;
• Second Reading of an Ordinance Revising the 2008-2009 Budget and Approving the 2009-2010 Budget;
• Ordinance Authorizing a Contract on the Old Public Works Building;
• Ordinance on the Cemetery Building Final Pay and Change Order;
• Ordinance Authorizing Change Order #3 on the Public Works Building;
• Ordinance on a Minor Replat of a Portion of Norwood Park;
• Ordinance Authorizing a Contract for City-Wide Bulky Waste and Brush and Limb Clean-up.

City Applies for Missouri Municipal League Innovation Award

At the last City Council meeting I informed the City Council that City staff had applied for the annual Missouri Municipal League Innovation Award.  Attached is a copy of the application.

July Missouri Municipal League (MML) News Section on Warrensburg

I trust that the City Council saw the press release in the July Missouri Municipal Review (MML) Magazine on the many capital improvements that are taking place in and around the City.

Citizens for Environmental Action, Future Events

As previously discussed, the Citizens for Environmental Action plan to have a kickoff at 11 a.m. on Friday, August 28 on the Johnson County Courthouse lawn for certain events they are scheduling during the week of September 9.  As a part of the kickoff announcement for 350.org they plan to have local organizations give press releases on their energy initiatives.  They have invited the City to participate.  Other potential organizations would include: Johnson County, Warrensburg R-VI School District, University of Central Missouri, and Johnson County Sheltered Workshop.

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:

Delay of Approval of Five-Year Capital Improvement Program

Because there were several projects in the 2009-2014 Five-Year Capital Improvement Program (CIP) that were not included for funding within the City budget proposed by the City Manager, we have elected to delay the formal approval of the CIP until the City Council reviews and approves this year’s operating budget.  Since the CIP is generally a planning document, next year we plan to submit the CIP to the City Council much earlier than this year.  We would anticipate that the City Council would receive next year’s document for review in late April of 2010. 

          Chamber Contract and Request for City Council Representation

At a Wednesday Evening Strategic Planning meeting for the Visitors and Tourism Advisory Board, I learned from Tammy Long, Executive Director of the Chamber, that the Chamber Board had developed this year’s Goals and Strategic Initiatives.  Goal 2 was to negotiate a long-term Lodging Tax agreement with the City.  She indicated that they desired for that to take place before the end of this fiscal year. As a result, we would request that the City Council select two City Council members to participate and begin these discussions on the contract with myself, Tammy Long and representatives of the Chamber of Commerce.      

Missouri Municipal League (MML) Annual Conference October 4 – 7

The 2009 MML Annual Conference will be held at Tan-Tar-A Resort on October 4-7.  The City Council received registration material in the July Newsletter. Cindy has made reservations for the City Council.This will be the MML’s 75th Anniversary celebration!

Recent City Manager Activities, Meetings and Events

Since our last City Council meeting on August 10, I met with Chairman Pro Tem Dyer and Council Member Brock.  I also met with the Mayor. In addition I took a couple of days off for some vacation.  

The week of August 17, I participated in our monthly radio show at KOKO, attended a Highway 13 Corridor Meeting in Higginsville, attended a Depot Committee meeting and a Strategic Planning Meeting for the Visitors and Tourism Advisory Committee, and attended a Hawthorne Foundation luncheon in Kansas City.  In addition, I participated in conference calls with the Hawthorne Transportation Development Board of Directors and our insurance brokers on health insurance quotes.  I also met with Assistant School Superintendent Andy Kohl on the Hawthorne project.  As is always the case, I met with Department Directors for our regularly scheduled meetings.

Upcoming City Manager Activities, Meetings and Events

During the week of August 24, I plan to have lunch with the Mayor and meet with Council Members Dyer and Brock, meet with our Emergency Planning Director, attend some ribbon cuttings and the Chamber’s Branding and Military Affairs Committees, meet with Barbara on some retail recruitment strategies, and attend the United Way Kickoff and the Get the Red Out event.  In addition, I plan to attend the Tourism and Visitor’s Center Board Meeting, the Kickoff of the 350.org event, and meet with the Council for a quarterly evaluation.  

During the week of August 30, I plan to take some vacation, participate in a Climb event, meet with Department Directors, and attend the Third Quarter Leadership Challenge Award.   

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 Directors noted in this report. 

PUBLIC WORKS

Mike Batie, Director of Public Works

Street Department Activities

The crew completed the creek bank stabilization at the Animal Shelter this past week.  Having the Street Department do this work has saved on the cost of the Animal Shelter project.  Also, the old dryer beds located beside the road were filled in and graded to remove a hazard to the public and allow for a green area and mowing.

Intersection painting and striping along with school zones are being given priority.  Asphalt patching is being done in various locations.

Dave McCannon, street foreman, has moved his office into the new building and the crew is starting to move the rest of the shop over as time permits.

Wastewater Plant Expansion Project

Work is progressing and moving along on schedule.  The maintenance and equipment storage buildings are under construction along with the continued construction of the plant basins.

Highway 13 Intersection Project

Grover Street intersection has been striped and opened up to traffic on Thursday, August 13, 2009.  North Street intersection should be completed by the end of August.

Fire Station No. 2 Parking Lot

The parking lot is now open for the Fire Department to use.  Final acceptance and pay will be presented to Council August 24.

Johnson County Historical Courthouse

This project will go out to bid this fall and begin construction Spring 2010.

Police Building

Retaining walls are going up. The elevator shaft is under construction.

City Hall Renovation

No new information

Animal Shelter

Bids were evaluated; top 3 bidders have been contacted and asked to rebid with cost savings on the project.  Bids will be opened August 27 and should go to Council in September.

Cemetery Maintenance Building

Temporary Certificate of Occupancy has been issued and the crew will be moving in as time permits.

MGE Building Remodel

Brett Penrose, Project Manager, will be contacting contractors regarding the maintenance and remodel of the existing east side of the MGE building.  HVAC, reroof, ADA compliance and wiring will need to be upgraded before the City Hall remodel begins and staff moves into the MGE building.

WPC Collections Building

This building is the old street barn which will be remodeled to include new windows and a new HVAC system in order to be more energy efficient.  This will be a small remodel project to provide office space for the crew.

Public Works Administration

Mike Batie met with the transition group to discuss timing and logistics of moving during the City Hall Reconstruction.

Mike met with HDR/Archer to evaluate sewer plant upgrade change orders at the east and west sewer plant.  Approved change orders will be presented to the Council at the September 14 Council Meeting.

The sewer rate structure for 2010 was discussed with Pat Young, P.E. of HDR/Archer.  The sewer rate will be advertised this week as required by a thirty-day notice.

Bill Graves, Project Manager, for the Downtown Phase III Improvement Project, and Mike Batie discussed downtown standards, work schedules and different opportunities for streets, sidewalks, and lighting on Pine Street and adjoining areas.

PARKS and RECREATION

Kory Alfred, Director

Nassif Aquatic Center

As of August 16, 2009, Nassif Aquatic Center had 40,671 patrons visit the facility.  The facility generated $215,000 in revenue.  These figures do not reflect programs such as swim lessons, swim team, or river walking that take place at the facility.

Recreation Trail Master Plan

Consultants from Bucher, Willis, and Ratliff (BWR) submitted the final draft of the Recreation Trails plan.  The consultants will present the plan at the August 26, 2009, Parks and Recreation Board meeting.  Adoption of the plan is also on the agenda for the August meeting.  After the plan is adopted, the consultants will make a presentation to the Mayor and City Council.

Parks and Recreation Goals, Objectives, and Action Steps

The Parks and Recreation Board reviewed and discussed the 2009-2010 Goals, Objectives, and Action Steps at the July Parks and Recreation Board meeting. They gave staff direction to amend goals for formal adoption by the Parks and Recreation Board at their August 26, 2009, meeting.

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Fire Apparatus Pump Testing

Pump testing of the Fire Department’s engines and aerial ladder truck occurred on August 3, 2009.  The pumps on the two fire engines purchased in 2008 and the pump on the aerial ladder truck purchased in 2003 passed all required tests.  The pumps on the Fire Department’s two reserve engines did not pass one test – known as the vacuum test – and 3 valves on one engine and 2 valves on another will need to be rebuilt or replaced in order for the units to pass the required tests.  These two reserve engines will still pump water from their tanks and when connected to fire hydrants, so the situation is not disabling for normal use within the City of Warrensburg.  However, the units are unable to pump from a body of water such as a lake or a pond.  Battalion Chief Mike Flores manages the Fire Department’s fleet maintenance program, and he will oversee the work needed to restore the two reserve engines to full service.

New City Telephone System

Fire Station 2 now has new telephone instruments and new telephone numbers as part of the transition to the City’s new telephone system.  The improvements are outstanding.

Part-Time Firefighter Recruitment – UCM Job Fair

Fire Department personnel staffed a booth at the UCM Job Fair held on August 17, 2009.  We presently have nine conventional part-time Firefighter and three student-resident Firefighter vacancies.  The application deadline was 5:00 pm on August 18, 2009.  Testing should occur on Saturday, August 29, 2009.  We are anxious to fill all of our openings with qualified personnel.

Fire Station 2 Parking Lot in Operation Now

The new parking lot at Fire Station 2 was placed in service on August 11.  We are grateful for

City Council and City Manager support for the project, and we appreciate the significant assistance given by Public Works Department staff.

National Fire Academy Training

From August 3 through August 14, 2009, Battalion Chief Jim Kushner, the Fire Department’s Training Officer, attended the National Fire Academy’s Fire Department Financial Management course in Emmitsburg, MD.  His training was funded by the U.S. Fire Administration.  Battalion Chief Guy Parsons previously attended this course.  Chief Kushner said the course was very beneficial and helped him learn new skills and work with other fire service members on financial problems and exercises that fire departments have to address on a regular basis.

Johnson County Local Emergency Planning Committee Receives Award

Recently, the Missouri Emergency Response Commission presented the Johnson County Local Emergency Planning Committee (LEPC) with an award recognizing the Johnson County LEPC as the best LEPC in the 20,000 to 80,000 population category.  Congratulations are in order to the staff of the Warrensburg-Johnson County Emergency Management Agency and to the other members of the LEPC for their commitment to making Johnson County safer.

Insurance Services Office (ISO) Changes to Rating System Appear Likely

The Insurance Services Office appears likely to make major revisions to the evaluation system used to determine community fire insurance ratings.  More information about what changes are being considered is available at http://www.isomitigation.com/fsrs .  At the present, we do not know what performance measures will be used in 2010 and after to determine a community’s fire protection classification.   Obviously, this is a matter that will be of significant concern to nearly every municipality, fire department and fire district, water provider and communications center throughout the United States.  The present system was implemented in 1980.

CITY CLERK

Cindy Gabel

• Monday, August 24 is a study session beginning at 6:00 p.m. and a regular City Council meeting at 7:00 p.m.;
• Thursday, August 27 is the United Way Kickoff beginning at 11:00 a.m. at the Johnson County Courthouse;
• Friday, August 28 will be a luncheon and Jeff and Cindy’s quarterly evaluations beginning at 12:00 at City Hall;
• Thursday, September 24 is a reception to honor members of the various boards and commissions.  It will be held at Players from 6:00 p.m. until 7:30 p.m.;
• Sunday, October 4 thru Wednesday, October 7 is the MML Annual Conference to be held at Tan-Tar-A.

COMMUNITY DEVELOPMENT

Barbara Carroll, Director of Community Development

Building Permit Project Updates

Several building projects in the last several weeks have required additional staff attention.  In case City Council Members should get a call or question about one of the situations, I thought I would provide some details.

Tony’s Market Sign, 710 S. Maguire St.

Beginning in February 2009, Tony and Mary LoChiano began discussing with staff members the possibility of installing a new sign cabinet on a freestanding sign on their property.  Staff explained to them the sign was grandfathered in, non-conforming situation and only certain types of changes could be made to the sign.  In May, without a building permit, a new sign cabinet was installed.  Staff met with Mr. LoChiano and stated the changes made caused the sign to lose its grandfathered status and that it was now in violation.  Staff gave Mr. LoChiano 60 days to bring the sign into compliance by either removing the sign, installing it in a different location on the site, or by seeking a variance.  The 60 days passed in mid-July and seeing no progress on the matter, staff turned the case over to the prosecutor’s office last week.

Riddle Law Office, 311 N. Holden St.

The parking lot in the rear of the project was installed without any inspections being called for and completed.  Roland Kitchen sent a letter to the project architect on July 30 concerning the matter.  Staff’s concern is that water from the lot could pool and leak into the building to the south.  The letter asked the architect to address this problem in order to avoid a stop work order being issued.

EnerSys Expansion, 604 N. Enterprise Dr.

Roland Kitchen and I met with EnerSys representatives on August 12 to discuss the status of their building permit submittals for the Phase 2 and 3 expansions.  A portion of the project is currently under construction under a partial building permit.  Staff had been waiting since May for plans that would allow the remainder of the permit to be issued.  The meeting was positive and staff received a full set of stamped plans on August 19 as a result of the meeting.  City staff members are currently reviewing the plans and hope to issue a full permit soon.  Both the City and EnerSys would like to keep the project on schedule for completion in late fall.

Census Activities at Whiteman Air Force Base

On August 14, Angela Eley, Megan Douglas, and I staffed a census table at the Atomic Luau at Whiteman Air Force Base.  Census committee member Glenda Alexander arranged for the table and also worked the event.  Glenda and I estimate about 1,200 people, including military personnel and their families, attended the event.  We distributed 500 of the attached bookmarks and spoke personally to many, many individuals about the importance of getting an accurate count of the military members in our local communities.

Animal Shelter Annexation

At a recent City Council meeting, Council Members expressed an interest in annexing the City’s Animal Shelter and West Park.  Staff began working on this matter in 2005 when I contacted the Union Pacific Railroad about possibly annexing their right-of-way into the City.  Without the railroad voluntarily agreeing to annex their property adjacent to Iron Horse subdivision into the City, the Animal Shelter and West Park are not contiguous to the City.  The 2005 request yielded no results, however I again inquired within the last couple weeks.  After talking to the individual in the real estate department that covers this territory, on August 12 I sent a letter requesting their consideration of the matter.

POLICE DEPARTMENT

Bruce Howey, Chief of Police

Department is Awarded Grant for Accident Reconstruction Equipment

We received notification that the Police Department has been awarded $18,912 in Missouri Department of Transportation Blueprint for Safer Roadways Program funds to purchase traffic accident investigation and reconstruction equipment.  The funding is for a digital camera with slave flash units, a GPS unit, a prism pole for distance measurement and a TOTAL Station for accident reconstruction.  We will move to final selection and purchase of this equipment in the very near future.

Department is Awarded Grant for Live Scan Fingerprint System

We received notification on August 17 that the Police Department has been awarded $20,275 to purchase the Live Scan automated fingerprint identification system that was applied for under the US Department of Justice Byrne Grant.  This funding will provide a system that use to take digital fingerprints of persons we are booking and submit electronically to the state and federal databases for immediate comparisons to databases. 

Signal Light Camera Presentation Held August 17

Interest from Chairman Pro Tem Curt Dyer sparked the invitation for representatives from American Traffic Solutions to present information to the Police Department on August 17.  Those hearing the presentation were Council Member Curt Dyer, Lt. Cindy Jones, Lt. Asher Snook, Sgt. Scott Munsterman, Penny Harris and me.  This is an incredible tool that can drastically reduce the violations of traffic signal lights and reduce accidents as well.  The cost for such a system is defrayed by potential traffic tickets.  Company representatives will survey our signalized intersections and report on which ones meet the criteria for number of violations.  We will be scheduling a City Council work session in the near future for a presentation and consideration of implementation.

Telephone Training for Animal Shelter Staff

Shelter staff underwent training this week for the new phone system.  We are looking forward to having our new phones installed soon as it will be a big upgrade for the shelter.

Pet Blessing Scheduled for October 25.

The shelter has been invited to participate in the Pet Blessing on October 25, organized by the First Presbyterian Church.

City Managers Report available in .pdf

If you would like to receive an electronic copy of the City Managers Report send an email to:

CMmailing@warrensburg-mo.com