The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the June 22, 2009 City Council Meeting

Council Letter No. 09-104

June 18, 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

"Inspire a Shared Vision.”

City Council Meetings, Study Sessions, and Executive Sessions

The regular City Council Meeting is scheduled for 7:00 p.m. Monday, June 22, 2009, at the Community Center.  We plan to have an Executive Session at 6:00 p.m. just prior to the regular City Council Meeting.  We anticipate that the Agenda for the 7:00 p.m. City Council Meeting will include the following:

Possible items for the June 22, 2009 City Council Agenda include:

• Public Session to Seek and Take Citizen Comment on Smoking Prohibitions;

• Joint Resolution Ratifying an Agreement to Adopt Common Policies and Procedures Between the City Council and the Park  Board;
• Second Reading of an Ordinance Amending Sections 27-200 and 27-236 and Adding Sections 27-237 through 27-239 Regarding Amateur Radio Stations;
• Ordinance Approving an Agreement with OATS, Inc. for Old Drum Public Transportation;
• Discussion of 2009-10 Strategic Plan including; City Goals, Objectives, Action Steps;
• Discussion of the City’s Administrative Contracting Policy and Upcoming City Policies 
• Mayoral Appointments to Board and Commissions.

Possible items for the July 13, 2009 City Council Agenda include:

• Public hearing and Ordinance Establishing a Land Use Classification and Parking Requirement  for a Convention Center;
• Resolution Increasing Animal Shelter and Other City Fees;
• 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;
• Ordinance Amending a Development Contract with Hawthorne, LLC; 
• Ordinance Authorizing a Contract for Engineering for Hamilton Street;
• Ordinance Authorizing a Contract with Archer Engineers for an Inflow & Infiltration Study;

• Ordinance on a Contract for Iron Horse Phase II;
• Ordinance Authorizing a Contract with George Butler Associates on the Police Building.

City Moves Up Agenda Deadlines to Provide Earlier Council Meeting Information to City Council and the Public   

We have continued to move up the City Council Agenda information for the City Council.  As previously indicated, we usually will be e-mailing on Thursday morning before the City Council meeting, the following:

City Council Agenda;

City Manager Report;

City Staff Letters to City Council without attachments.

Because of the shortness of this City Council Agenda Packet, we were able to send it out this time as a complete Agenda Packet on Thursday; one day early.

Council Member Brock and City Manager Attend Missouri Elected Officials Training Conference in Jefferson City  

Last Thursday and Friday, Council Member Brock and I attended the Missouri Municipal League’s (MML) Elected Officials Training Conference in Jefferson City.  Sessions included: Council Powers and Duties, the Missouri Open Meetings and Records Law, Parliamentary Procedures, Revenue Sources and the Hancock Amendment, Municipal Budgeting, and Planning and Zoning.  When I began as City Manager seven years ago, there were no Council members who had attended this session.  Since then, every City Council member has attended, and the information learned by both the Council and myself has proved very valuable.  Council Member Brock may wish to share some of the information discussed at the conference at this City Council meeting.  

City Proposes City Employees to attend “CLIMB” Program

For several years the City has supported Community Leadership and Involvement Means a Better Community (CLIMB) program.  This community leadership program has been immeasurable in developing future leaders for our community.  Throughout the life of the program, the City has paid for City participants to attend this nine month program.  I am pleased to announce that this year’s City submittals for participation include; Ray Almaguer from Community Development, Mike Batie from Public Works, John Jacobsen from Wastewater, and Jeff Reynolds from Police.  Congratulations and many thanks for taking time to advance your knowledge of the community and become a better public servant.

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.  This will be the MML’s 75th Anniversary celebration!

Solid Waste City Franchising and 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 June 22, City Council Member Don Nimmer, the Community Development Director, City Attorney and the City Manager 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 hauling.  In order for the City to consider a City contract for waste hauling, the City would have to give a two-year notice.  Discussions were open and frank and we plan to have another meeting on July 8 to discuss other options for community contracting for solid waste and recycling. 

          Liquor Policy Recommendations

City staff met with representatives of the Warrensburg Area Partners in Prevention (WAPIP) and their Responsible Hospitality Committee with the goal of developing a consensus about appropriate recommendations for administrative enforcement of Chapter 3 violations.  A final meeting with the Hospitality Committee is scheduled for Thursday, June 18, and an expectation after that is to bring those recommendations to the Council. 

          Revision of Hawthorne Development Agreement 

City staff was under the impression that we would have an agreement for your review and approval at this City Council meeting on the Hawthorne issue.  After discussions however, we want to make sure that all items are covered and meet this week to finalize those issues before a final submittal to the developers.  We are in hopes that a final agreement will be available for your review prior to the next City Council meeting.

Recent City Manager Activities, Meetings and Events

Last week I attended; a Missouri Department of Transportation meeting in Grandview to survey existing highway conditions, the City Council meeting, and the DREAM “kickoff” at the White Rose Pavilion.  In addition, I attended a Branding/Marketing meeting and, as previously communicated, attended with Council Member Brock, the Missouri Municipal League’s Elected Official’s Conference in Jefferson City.

This week, I participated and introduced our new Public Works Director Mike Batie to our radio audience at our monthly KOKO radio discussion with Marion Woods.  In addition, I met with Mike Batie, Bob Crumb and our attorney on the Hawthorne agreement, attended the monthly Regional Planning Commission Board Meeting, met with the Fire Chief, attended the monthly Traffic Commission Meeting and a Warrensburg Park Board Meeting.  On Thursday, I had surgery on my knee in Kansas City, recuperated at home on Friday, and hopefully will be with you on Monday night for our City Council meeting.

Upcoming City Manager Activities, Meetings and Events

During the upcoming weeks I will be concentrating on the work necessary to provide you a meaningful 2009-2010 budget document.  In addition, during the week of June 22, I plan to meet with City staff, meet with the Community Development Director, attend an ICMA audio training session with all of our Department Directors, speak for Dan Plott’s high school government class, and attend a Tourism and Visitors Center Meeting.

During the week of June 28, I may find time to attend a KMOS Economic Summit, meet to discuss our building projects, attend a Military Affairs Committee meeting and a Rotary Installation Banquet.   

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.  

PARKS and RECREATION

Kory Alfred, Director

Aquatic Center Revenues/Attendance

Attached to this report is a copy of the aquatic center revenues up to June 14, 2009.  Despite poor pool weather I am pleased with the attendance and revenue numbers.

POLICE DEPARTMENT

Bruce Howey, Police Chief

Police Department Seeks Body Armor Grant

I have applied for funding to offset expenses for five sets of body armor through the US Department of Justice BVP program.  These vests will supply the new officers that we have hired.  The program provides ½ the cost of the purchase of body armor.  The funding savings to the City will be $1,254.88.  We have participated in this grant since it started in the 1990’s.

Jeff Reynolds Designated as Police Representative for CLIMB Program

WPD Sergeant Jeff Reynolds expressed interest in participating in the CLIMB Program.  After discussing this with Jeff and his supervisor, the Police Department will be sponsoring him for the fall 2009 class.

WPD Detectives Assist in Triple Homicide Investigation in Cole Camp

Detectives Donna Bartlett and Andy Munsterman are participating as part of the West Central Missouri Major Case Squad investigation in Cole Camp.  So far they have been involved in four days of investigation since being activated.

Warrensburg Partners in Prevention Meeting held June 11

WPD Corporal John Harrington and I participated in the June 11 meeting of Warrensburg Partners in Prevention held at the Jack Moore Room.  The newly appointed State Supervisor of Missouri Department of Alcohol and Tobacco Control, Lafayette (Gene) Lacy attended this meeting with two agents from the Kansas City office.  There will be a July meeting with members having a chance to review annual statistics and discuss accomplishments.

Lieutenant Asher Snook and Sergeant Kirby Carroll Attend “EMERTEC” Training 

Asher Snook and Kirby Carroll left this past Sunday to attend a week long explosives training session in Arizona.  This is sponsored and fully funded by the US Department of Homeland Security.

CITY CLERK

Cindy Gabel

• Monday, June 22 is a regular City Council meeting at the Community Center beginning at 6:00 p.m. with an executive session; 
• Friday, July 3, City Hall will be closed in observance of the 4^th of July holiday;
• Monday, July 13 is a regular City Council meeting;
• Friday, July 24 is Chamber Cruise Night/Sailing the Seven Seas.  The City will be participating as a host;
• Thursday, August 6 is the next Base Community Council luncheon;
• Sunday, October 4 thru Wednesday, October 7 is the MML Annual Conference to be held at Tan-Tar-A;
• Wednesday, July 29 is a FREE Sunshine Law Workshop at the Johnson County Fairgrounds beginning at 2:00 p.m.  Please see the attached letter and brochure for more information.
  

COMMUNITY DEVELOPMENT

Barbara Carroll, Director of Community Development

“DREAM” Kick-Off Meeting a Success

Approximately 45 people attended the DREAM kick-off meeting on June 9 at the White Rose Pavilion.  The speakers were very informative and the project seems to be off to a great start.  Thank you to Mayor Terry and Council Member Donna DeFrain for attending.  There were also several members of the Warrensburg Arts Commission and the Planning and Zoning Commission in attendance.

2010 Census Planning Continues

The 2010 Census Committee continues to meet and prepare for the April 1, 2010 census.  Additional application cycles for the Partner Support Program have been announced and staff is working with other partner organizations to prepare and submit additional applications.  The City submitted one application in May for $2,999 in funding.  The committee will be hosting a Partnership Breakfast on July 13 for potential donors.  Other activities include displaying census information at the Chamber’s Cruise Night and working with the Warrensburg R-VI District to have census lesson plans included in the 2009-2010 curriculums.

American Disabilities Act (ADA) Workshop Attended

Brett Penrose, A.D.A. Coordinator for the City of Warrensburg, attended the 2009 National Americans with Disabilities Act Symposium at the Hyatt Regency Crown Center in Kansas City, Missouri, June 8-10.  The Symposium was sponsored by the Disability and Business Technical Assistance Center (DBTAC), a national network of A.D.A. Centers.  The program was designed specifically for A.D.A. coordinators, design professionals, human resource professionals, persons with disabilities and their families, service providers and advocates.

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Portable Fire Trainer Bids Opened

The bid opening for the portable fire trainer occurred on June 12.  I previously indicated it was scheduled for June 18.  That was incorrect.

Two vendors submitted proposals.  Fire Department personnel will study their proposals and make recommendations to me.  I will, in turn, make a recommendation to the City Manager regarding the purchase of this important element 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.

The acquisition of the portable fire trainer will enable us to provide realistic levels of heat and considerably more useful levels of interior smoke concentration than what we can do with a smoke generator.  The City previously was awarded a $133,000 federal grant to fund the purchase of this unit.  The City’s portion of the fire trainer project cost is estimated to be $7,000.  Funds are available in the current budget and we hope to award the bid by mid-July.

Aerial Ladder Mutual Aid Training to Begin

We will be conducting mutual aid training with our aerial ladder between July and September.    Following the May 22, 2009, mutual aid response of the aerial ladder unit to a building fire in Holden, I realized our personnel and firefighters from adjacent fire departments might find it helpful to have more frequent training.  The aerial ladder truck is a very highly specialized apparatus, and prior practice during training activities will be great preparation for the day when firefighters from other agencies help us in Warrensburg or we help them in another community within Johnson County.  The training will initially take place in Holden.

Last week, I met with Holden Fire Chief Larry Miller and Johnson County Fire Protection District No. 2 Fire Chief David Miller.  We discussed ways we could conduct this training, the challenges associated with using aerial ladders for fire suppression, and ways to supply water to the aerial ladder during a fire.  I am going to ask Assistant Fire Chief Sean Douglas and Battalion Chief Jim Kushner to help develop the course content.

Fire Department to Work on Weeds and Fire Hydrants

The seasonal problem of weeds growing and blocking fire hydrants from sight is upon us.  Don’t be surprised to see firefighters cutting weeds around fire hydrants as they conduct preventative maintenance work and inspections on fire hydrants.  While the recent interval of rain broken by sunny days has been good for lawn growth, weeds have also benefitted.

PUBLIC WORKS

Mike Batie, Director of Public Works

Street Department Activities

The street sweeper has now been repaired and is back on the street.

The crew has been busy between rain storms patching streets getting ready for the Overlay program.

Routine maintenance has been ongoing with the most time focused on storm drainage. Repairs are being made on equipment in readiness for the summer asphalt work.

Rain has delayed most projects since the last City Manager’s report.

Street Maintenance Program

Rain has delayed all projects at this time.

Curb and Sidewalk Program

Heartland Construction will be starting work June 1.

Gay and Burkarth Traffic Study

A preliminary report is scheduled to be presented to Traffic Commission in June and presented to Council for final approval.

Highway 13 Group

Mike Batie and Slim Colman attended the Highway 13 Corridor meeting in Higginsville.  The group is discussing a new website to attract attention to the corridor.

DREAM

Mike Batie attended the kick-off meeting and obtained information on the boundary of the study area and examples of possible templates for improvements.

Wastewater Plant Expansion Project

Work is proceeding at both plants.

Wastewater Collections Crew

The sewer lining contractor has completed the work with great results in preventing Inflow and Infiltration (I & I) in these lines.

Highway 13 Intersection Project

The sewer repair has been completed at the North Street and Maguire Intersection. J. C. Myers Construction will be working on the widening of the intersections and utilities will be moved as soon as the weather cooperates.

Fire Station No. 2 Parking Lot

Rain continues to delay the project.

Johnson County Historical Courthouse

No new information.

Downtown Phase III

An informational meeting will be scheduled in July.

Public Works Maintenance Building

A final punch list has been submitted and we are very close to a final on this building.

New Police Building

Rain delays this week have slowed construction.  Madison Street realignment has been started.

City Hall Renovation

No new information

Animal Shelter

No new information

Cemetery Maintenance Building

The building is up and work has begun on the inside walls and utilities.

ASSISTANT CITY MANAGER

Chris Lowe

Information Technology

The first phase of the installation of phones has been completed.  During the week of June 22, the vendor will be doing the final hardware installation and system configuration necessary for the deployment of the phone system.  During the week of July 6, all staff will receive extensive training on the operation of the new phones.  We are looking forward to the increased capability of our system with this installation.  This will be the telephone platform that will support all of the growth in all of our facilities for the foreseeable future. 

Our Information Technology “IT” staff have successfully rebuilt the servers and all are back online.  When I took over this department, we constantly had users throughout the system who experienced lags, were kicked off or experienced other technical difficulties which impeded their efficient use of the system.  I am happy to report that our Help Desk now contains only requests for long-term strategic items.  I have not received a report of a kickoff or other system failure for several months.  Our IT staff of Penny Harris and Terry Carr has worked diligently over the last year or so to significantly upgrade the service rendered to end users.

Municipal Court

Brenda Davis, our Municipal Court Clerk, delivered her son, Jackson, on Saturday, June 13.  7 lbs. 1 oz, 18 1/2 inches long, mother and baby are home and both doing well.

Finance

Finance staff attended a seminar on the new fund balance.  This is a new accounting standard which will significantly change how municipal accounting is categorized.  The regulations will go into effect in 2011, so Tracy Martens, Sr. Accountant, is getting a head start on these new definitions and reporting requirements.

Support Services

The Wage and Benefit consultant, Lynda Higbee, conducted 4 employee “town hall” meetings on June 11 and 12.  There was good attendance at each of these sessions and feedback was generally positive.  She also heard 23 appeals and gave recommendations on each to management.  We will be reviewing those recommendations as soon as possible and will implement any adjustments as necessary.

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