The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the July 13, 2009 City Council Meeting

Council Letter No. 09-113

July 10, 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

"Challeng the Process .”

City Council Meetings, Study Sessions, and Executive Sessions

The regular City Council Meeting is scheduled for 7:00 p.m. Monday, July 13, 2009, at the City Hall Annex.  We plan to have a Study Session at 6:00 p.m. just prior to the regular City Council Meeting to continue the discussion that we will have this Friday, July 10 at our Study Session on the 2009-2010 Warrensburg Strategic Plan (Goals, Objectives & Action Steps).  In anticipation of obtaining all of your thoughts, we have placed a resolution approving this year’s plan on the July 13 City Council Meeting Agenda.  We anticipate that the Agenda for the 7:00 p.m. City Council Meeting will include the following:

Agenda Items anticipated for the July 13, 2009 City Council Agenda include:

• Resolution to Approve the June Bills;
• Request for Funding from the Stevenson Fund by the Teacher’s Warehouse; 
• Public Hearing and Ordinance Establishing a Land Use Classification and Parking Requirement  for a Convention Center;
• Presentation by Paul Campo on City Smoking Ban Ordinance;
• Presentation by George Butler Associates on the City Hall Renovation Project;
• Presentation of the Proposed 2009-2014 Capital Improvements Program;
• Resolution of the City of Warrensburg, Missouri, Setting 2009-10 City Council Goals, Objectives and Action Steps;
• Second Reading of an Ordinance Establishing a Tree Board;
• Executive Session.

Possible items for the July 27, 2009 City Council Agenda or a Special Meeting include:

• Ordinance Amending a Development Contract with Hawthorne, LLC;
• Resolution Increasing Animal Shelter and Other City Fees;
• Ordinance Authorizing a Contract for Engineering for Hamilton Street;
• Ordinance on a Contract for Iron Horse Phase II;
• Ordinance Authorizing a Contract with HDR/Archer Engineers for an Inflow & Infiltration Study;
• Adoption of the 2009-2014 Capital Improvements Program; 
• Discussion of Personnel Policy.

Preliminary Items for the August 10 City Council Meeting:

• A 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
• A 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;
• Submittal of the 2009-2010 Budget;
• Presentation of Nancy Anderson Scholarship;
• Fire Department Report on Statistics and Procedure Changes.

Annual Review of Existing Fees and Rates 

In the June 8, 2009 City Manager Report we informed you that the City Council’s adoption in May of 2007 of the Financial Management Policy for the City of Warrensburg was directly related to one of the City Council’s four major goals in the City’s Strategic Plan.  That goal is to:

“Maintain a financially stable local economy and City government that meets the community’s needs.”

In that Financial Management Policy, the City Council included a provision that outlined the policy on revenue.  One of those provisions notes that User fees and rates will be examined annually to ensure that they are at levels that fully recover total direct and indirect costs.

City staff has reviewed all user fees and rates.  The following are the rates and fees that we will recommend to be increased or modified:

• Building Permit Fee Modifier 
• Animal Shelter Fees
• Sewer Rates

Attached is a report on a recommendation from the Animal Shelter on proposed fee modifications:  Further explanation on the other noted fee and rate modifications will be explained and discussed at the next City Council meeting and will be included in the City Manager’s recommended 2009-2010 budget.

Economic Indicators for Johnson County and the City of Warrensburg

We are fortunate to have a local economy with stabilizing factors such as the University and Whiteman.  Tracy Brantner recently provided past unemployment figures for Johnson County.  They are as follows and are not seasonally adjusted: 

January 2009 =                       7.4%

February 2009 =                     8.2%

March 2009 =                         8.4%

Most Current – April 2009 =   6.3%

Recent 1 cent sales tax collection figures for our fiscal year as for June and the third quarter compared to last year notes that we are down 1.07 %.  While we show comparison figures for July down 1.78% this is for the first month of the last fiscal quarter and, as previously mentioned, true comparison should be looked at on a quarterly basis or when we receive this year’s September sales tax figures. 

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:

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 will receive registration material in the July Newsletter, but be sure to mark those dates on your calendar and plan to attend.  The MML room block will open on July 10 and Cindy has made reservations that could be changed if you decide not to attend.   This will be the MML’s 75th Anniversary celebration!

Solid Waste City Franchising and Second Meeting with Local Haulers

One of the Action Steps that is included in your City Strategic Plan is to;

“Consider recommendations of the Solid Waste Management Study and determine a future course of action for trash collection and recycling services. City staff will meet with waste haulers to review route efficiencies.”  

On July 8 the Community Development Director, City Attorney, the City Manager and the Public Works Director again met with the local community solid waste haulers and discussed the possibility of the City contracting out for the waste hauling in the City or negotiating with the haulers designated areas for collection.  In order for the City to consider a City contract for waste hauling, the City would have to give a two-year notice.  We could however elect to negotiate with the haulers and divide the City into areas and award certain areas of the City to certain specific haulers.  At the July 8 meeting we primarily listened and discussion was open and frank.  We did communicate that we had learned that Missouri American Water can provide one bill for water, sewer and trash for this service if the City elected to proceed.  We also informed then that City staff was planning to recommend to the City Council that the City proceed to give the two year notice.  If the City Council agreed to that recommendation all discussion and decisions before and after will be in an open setting and that we would advise them prior to when a request for a decision would be on the City Council Agenda.  We informed them that we anticipate that Agenda item might take place at a City Council meeting sometime after October of this year. 

          Revision of Hawthorne Development Agreement 

Again, City staff was under the impression that we would have an agreement for your review and approval at this City Council meeting with Hawthorne Development; however, we were advised by our attorney recently that we should obtain title work to ascertain the exact owners in the Neighborhood Improvement District.

We are checking all of the owners with the title company and they indicate that they could have the owners within the legal description to us by the end of this week.  In addition, we want to make sure that all items are covered before a final submittal to the developers.  As a result, we will not be able to meet the July 13 City Council Meeting to approve the agreement, but may have to have a special City Council meeting in July or early August dependent upon everyone’s vacation plans.

The City informed Mr. Edwards and their attorney of a new state law concerning Transportation Development Districts.  The following is from a recent newsletter from the Missouri Municipal League:

PENALTY FOR FAILURE TO FILE ECONOMIC DEVELOPMENT REPORTS … H.B. 191, the huge economic development bill, included penalty provisions for failure to file required annual TIF reports (prohibition on new TIFs for a five year period) and annual transportation development district newly required financial statements (a fine up to $500 per day).  Please be certain that your required TIF reports have been filed with the Department of Economic Development and that the new annual financial statement for each municipal transportation development district is filed with the state auditor.  Also, you might notify any developer created transportation development districts of this requirement.

I also informed Mr. Edwards of the grand opening of the new Carmike Cinema Movie theatre on Thursday, July 16 and invited him to attend.  It should be a great evening and a great celebration and would not have happened without the vision of the Hawthorne Developers. 

Recent City Manager Activities, Meetings and Events

Since our last City Council meeting, and during that first week, I began concentrating on the work necessary to provide you a meaningful 2009-2010 budget document, met with City staff, met individually with the Community Development Director, attended an ICMA audio training session with all of our Department Directors, spoke for Dan Plott’s high school government class, and attended a Tourism and Visitors Center Meeting.

In addition, I met with the City Clerk to discuss the Boards and Commissions, toured all of the City’s Capital Improvement Projects with the Director of Public Works, Mike Batie, Slim Coleman and Richard Pember, and attended a quarterly luncheon with area City Managers and Assistant City Managers.

 . 

During the week of June 28, I attended a KMOS Economic Summit, again met to discuss our building projects, a Military Affairs Committee meeting and a Rotary Installation Banquet.  I also met with the Finance Committee of the Arts Commission, and met with our City Attorney on legal matters.    

This week I met with the Finance Department and with our Emergency Management Director Steve Moody, went with Ken Messer from the Census Committee and met with the Publisher of the Daily Star Journal and Mr. Hassler at KOKO, attended a building project status meeting and a ribbon cutting ceremony for Chad Hughes at Mike Keith Insurance and also again met with the solid waste haulers.  I also met with land owners on two easements, attended a ribbon cutting ceremony for Quarry Savings and Loan, met with Tracy Brantner, and attended a Whiteman Area Leadership Council meeting in Sedalia.  On Friday we met with the City Council for a goals study session.   

Upcoming City Manager Activities, Meetings and Events

During the upcoming weeks I will be concentrating on submitting to you a meaningful 2009-2010 budget.  Next week I plan to attend a Census Committee Breakfast to seek funding for our census marketing campaign, attend an easement signing meeting, meet on capital improvement projects, attend the Warrensburg Economic Coordinating Meeting, meet with the Department Directors to hear an ICMA Audio Conference on cost cutting measures.  In addition, I plan to attend the Carmike Cinema Grand Opening, a ribbon cutting for the Italian Gardens, and attend the Chamber’s Cruise night where the City will be one of the hosts.  

During the week of July 19, I plan to participate in our monthly KOKO radio discussion with Marion Woods, meet with our Emergency Preparedness Director, and attend both a monthly Regional Planning Commission Board Meeting and the Tourism and Visitors Advisory Committee Meeting.

Economic Partnership Activities

As is our custom, attached is the semi-annual report from Warrensburg Main Street, Inc., a monthly report from Chamber of Commerce and Visitors Center and an update from Johnson County Economic Development Corporation.  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 summary from the June 17, 2009 Traffic Commission meeting.

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.  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.  

PUBLIC WORKS

Mike Batie, Director of Public Works

Street Department Activities

The street dept has been preparing the streets for the overlay program.  There have been several streets that needed to have asphalt removed and replaced.

Trees are being trimmed and storm drain and ditching work is being done throughout the city. The street sweeper is now in service at this time after a costly repair to the fuel injector pump.

David McCannon, Bryon Burden, and Larry McKenzie attended a traffic signs and markings training class.  This was a training class to discuss the new mandates to the 2003 MUTCD (Manual on Uniform Traffic Control Devices) and the compliance dates.   

Street Maintenance Program

The contractor is scheduled to start on July 6, 2009 on the Overlay program.

Curb and Sidewalk Program

The contractor started work this week and hopes to be completed by the end of this week.

Wastewater Plant Expansion Project

The reed beds are under construction at both East and West Wastewater Plants.  This project, when finished will be a very efficient and environmental friendly process and we are one of the few communities in the State that are taking this important step.

Highway 13 Intersection Project

The North Street and Maguire intersection is under construction at this time.  J.C. Myers Construction will begin the Grover Street intersection next week.  Signage is currently being placed for this intersection construction.

Fire Station No. 2 Parking Lot

The contractor has completed pouring concrete for the parking lot.

Johnson County Historical Courthouse

MoDOT is working on approval for the American Disabilities Act (ADA) alternative methods required for this project and will address the issue during final approval.

WPC Utility Inspection Report

See attached

Public Works Maintenance Building

The new public works building received an occupancy permit.  The contractor continues to address punch list items and complete contract close out requirements.  

Police Building

The police headquarters building project continues positive progress.  The new Madison Drive is now paved and open to emergency vehicle traffic.  The surface coat will be installed at a later date.  The Fire Department was able to move back into their station on schedule.  The building construction is underway with footings excavation in progress.

City Hall Renovation

The proposed building design/layout is at 30% complete.  The initial project estimate based on preliminary design was received last week.  The architectural team is scheduled to make a presentation to the Council at the July 13 meeting where they will show the proposed designs, and discuss phase planning.

Animal Shelter

The Animal Shelter plans are now complete.  We expect to initiate the bidding process early next week.  Current plans are to go before Council for approval at the August 10 meeting.  The water service line installation is completed. 

Cemetery Maintenance Building

The contractor continues to make great progress.  The R23 Optima insulation was blown into the exterior walls this week.  The drywall contractor is now on site with their installation work.    In order to save significant City funds the Public Works department staff is on site this week preparing final grade, and preparing the driveway and parking areas for paving.

Activities and Meetings of the Director of Public Works

Mike Batie joined Richard Pender and Slim Coleman in the weekly building projects update meeting.

Steve Moody, Johnson County Emergency Services met with Mike Batie to discuss Public Works recourses of Manpower and equipment for emergency response.  In addition, Mike asked for updates of the 1990 FEMA Floodplain and Floodway maps of the Warrensburg area.  The updated maps are due to the City in approximately three months.

Meetings continued on Hawthorne Development to determine needed improvements and their cost.  These items will be included in the Hawthorne Development Agreement.

Reviewed the Azteca Software’s Online Presentation.  Azteca Software is a public works projects and scheduling project locator via GIS.  Approximately 400 Public Works Departments are using this software at this time.

A scope and estimates for two drainage maintenance projects was completed.  The first is a Clover Creek flooding and the second is behind Foster Street.  Both are great erosion and a gabion projects.

PARKS and RECREATION

Kory Alfred, Director

Nassif Aquatic Center

As of July 5, 2009, over 22,000 people visited the aquatic center generating $134,000 in revenue.  These figures do not include swim lessons, river walking, or swim team program numbers and revenues. 

Parks and Recreation Goals

The Parks and Recreation Board will establish goals and objectives for the upcoming year at the July 29, 2009, Parks and Recreation Board meeting.   The Parks and Recreation goals will be included with goals established by the City Council.

POLICE DEPARTMENT

Bruce Howey, Police Chief

June Blood Drive is the Most Successful Drive to Date

The June 22 blood drive sponsored by the Police and Fire Departments turned out to be the most successful drive to date.  A total of 125 persons participated with 105 units of blood being collected.   Community Policing Coordinator Tom Carey and the Fire Department’s Justin O’Neal coordinated the event held at the Warrensburg Community Center.

Reimbursement Requested for Body Armor

I completed the on-line request to the US Department of Justice in the amount of $1,304.98 for reimbursement of body armor ordered and received for newly hired officers.  This amount is the remaining balance of funds available under the grant. 

WPD Officers Reactivated for Triple Homicide Case in Cole Camp

The Major Case Squad was reactivated for follow-up investigation in the recent triple homicide that occurred in Cole Camp, MO.  From the initial investigation, one person has been arrested and charged with the murders and it is anticipated with the following of additional leads that have developed that there will be at least one more charged and arrested.  Detectives Andy Munsterman and Donna Bartlett are the investigators assigned from Warrensburg PD.

Animal Shelter

Final Plans Made for New Animal Shelter Building

Laura Vitale of Pember and Associates delivered to me final drawings for the new Warrensburg Animal Shelter.  This project will soon be let out for bid

CITY CLERK

Cindy Gabel

• Monday, July 13 is a study session at 6:00 p.m. and a regular City Council meeting beginning at 7:00 p.m.;
• Friday, July 17 is a Johnson County Board of Services Freedom Dance from 6:00-9:00 p.m. at the Elks Lodge;
• Friday, July 24 is Chamber Cruise Night/Sailing the Seven Seas.  The City will be participating as a host;
• Monday, July 27 is a City Council meeting;
• Wednesday, July 29 is a FREE Sunshine Law Workshop at the Johnson County Fairgrounds beginning at 2:00 p.m.;
• Thursday, August 6 is a Base Community Council luncheon;
• Monday, August 10 is a regular City Council meeting;
• Monday, August 17 is Jeff and Cindy’s quarterly evaluations beginning at 11:30 a.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

May 2009 Community Development Activity Report

The Community Development Report for the month of June is attached.  June is one of the building division’s busiest months each year.  This year, the division averaged 10 building inspections a day during June.  Please ask if you have any questions regarding this information.

Residential Lot Inventory Updated

City Planner, Angela Eley, has completed the second quarter update of the residential lot inventory.  This information is provided four times a year on a quarterly basis to track the status of available residential building lots in Warrensburg.  The report is attached.

Census Breakfast Planned

The 2010 Census Committee has planned a partnership breakfast for Monday, July 13 at 7:30 a.m.  The breakfast will be an opportunity for business leaders to learn more about the 2010 Census and its importance to Warrensburg.  A staff member from the Kansas City regional office will speak at the breakfast and a presentation will be made by committee members.

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Portable Fire Trainer Bid Awarded

Following competitive bidding, a purchase order in the amount of $139,723 has been awarded to Draeger Safety, Inc. of Encinitas, CA for a portable fire trainer.  The Federal government will pay for 95% of the project cost, and the City will pay the remaining 5% of the cost.   The City of Warrensburg was awarded the grant by the U.S. Fire Administration.

The vendor estimates it will take approximately 45 days to construct the unit.  It will be transported to Warrensburg and installed behind Fire Station No. 2.  This is a very important addition to our training program.  The unit will enable firefighters to conduct interior firefighting training during heat and smoke conditions. While we currently can generate smoke, we don’t have a suitable area in which to provide realistic training.

When we applied for the grant, we advised the U.S. Fire Administration that personnel from other fire departments would be able to receive firefighting training if we received the grant.  We look forward to increasing our interactions with our fellow firefighters from nearby fire departments.

Fire Crews Return to Station No. 1

On June 30, 2009, we completed our use of the Johnson County Fire Protection District’s former headquarters fire station at 410 N. Holden.  Our personnel had temporarily relocated during May and June in order to enable site work to take place in conjunction with the construction of the new Police Department headquarters and affiliated street and concrete work.  We are very grateful to the Johnson County Fire Protection District for their allowing our personnel and equipment to be housed at their former fire station.

Fire Apparatus Pump Testing

Battalion Chief Mike Flores has scheduled our fire apparatus pump testing for early August.  This year, we are using Conrad Fire Equipment Company’s mobile pump testing personnel and equipment to conduct the required testing.  We do not have a suitable pump testing location, and we will use the outside firm’s capabilities as we conduct the much-needed periodic testing of the fire pumps on our four fire engines and the aerial ladder unit.

July 4^th Holiday Weekend Safety

We are very happy to report that this July 4 weekend was a very safe one in terms of fire incidents within Warrensburg.  While there was no shortage of fireworks stands outside Warrensburg, we were not plagued by fireworks-related responses.

Fire Department Response and Statistical Review

On August 10, 2009, I will provide the City Council with an overview of Fire Department responses and related statistics.  In the past five years, we have made some notable changes to our responses such as reducing the numbers of responses outside the City due to automobile accidents, decreasing our emergency medical responses to convalescent homes, and discontinuing responses to “lock out” calls.  It seems appropriate to brief the City Council on the benefits that have resulted from these changes.  I will also include a five year overview of all Fire Department responses.

ASSISTANT CITY MANAGER

Chris Lowe

Information Technology

RSM McGladrey will be here the week of July 20 to finish the installation and cut-over for the new phone system.  We have performed a number of upgrades to the network in addition to the installation of the new phone equipment which will help computer performance as well as communication via the phones.  Terry Carr has been essential to performing the system hardware upgrades and should be commended on a job well-done.

The new SQL server will be here in the next week or so and we will be implementing it into the system.  The server will provide for redundancy for the major applications that we have for business practices including the financial program, Incode.

We continue to work with the building team on the network/system design for the new construction.

Budget time is here and, together with the IT Team, we have been putting together departmental budget needs for IT.

City Managers Report available in .pdf

Main Street Report

Visitor Center Advisory Board June, 2009 Minutes

Visitor Center Staff Update June 2009

Johnson County Economic Development Corporation April 2, 2009 to June 3, 2009 Report

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

CMmailing@warrensburg-mo.com