The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the March 23, 2009 City Council Study Meeting

Council Letter No. 09-046

March 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

"Challenge the Process.”

City Council Meetings, Study Sessions, and Executive Sessions

Our City Council Meeting is scheduled for Monday, March 23, 2009, and we plan to have a Study Session at 6:00 p.m. at the City Hall Annex to review the Wage and Benefit Study and the City’s financial resources to implement said study.  We anticipate that the Agenda for the 7:00 p.m. regular March 23 City Council Meeting will include the following:

• First Reading of an Ordinance Establishing a City Tree Board;
• An Ordinance Amending Chapter 7 of the Code of Ordinances;
• An Ordinance Authorizing a City/County Emergency Management Agreement;
• An Ordinance Adopting the Wage & Benefit Salary and Amending the 2008-09 City Budget to implement;
• Discussion of Code Enforcement Efforts;
• Discussion of the Hamilton Street and Emergency Access (Veterans Road) Projects;
• Appearance of Dr. Douglas Anderson, and others on City Smoking Ban;
• Discussion of City Policy on Alcohol Management.

Possible items for the April 13, 2009 City Council Agenda includes:

• Resolution Authorizing the Payment of Bills;
• Resolution Authorizing a Task Force Committee to Review Sports Tourism, Use of Joint Recreation Facilities and Possible Sports Authority;

• Second Reading of an Ordinance Establishing a City Tree Board;

• Ordinance Approving the 2009 Street Maintenance Program;
• Ordinance Authorizing the 2009 Curb and Sidewalk Program;

• Ordinance Authorizing an Agreement to provide an Emergency Access from Cayhill Subdivision to Veterans Road;
• Ordinance Declaring the Election of One Council Member for a Three-Year Term at the General Election Held on Tuesday, April 7, 2009
• Council sine die;
• Election of Mayor and Chairman Pro Tem
• Resolution by the Parks Board and City Council on Administrative Policies and Training;
• Ordinance Authorizing a Contract for the Cemetery Maintenance Building;
• Ordinance Approving a Contract for Engineering of the Downtown Revitalization Phase III (Pine Street) Project;
• Ordinance Authorizing a Contract for Water Service to the Animal Shelter;
• Presentation by DeWayne Jackson, Parks and Recreation, of the Parks Board Annual Report.

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:

Implementation of Wage and Benefit Study to be on March 23 City Council Agenda

In the last City Council packet, City staff provided you with a memo on the pros and cons of each approach to implementing the wage and benefit study.  A PowerPoint of this information is with your enclosed Study Session Memo in your packet in preparation for the 6:00 p.m. Study Session.  In addition, I have incorporated the cost implementations of “Market with Anniversary” option #4 model into estimated future General Fund budget projections.  All of this information will be provided to both the Department Directors and to the Wage and Benefit Committee at their meeting next Monday.

We have placed on the City Council Agenda an amendment to the 2008-09 budget to implement City staff’s recommended option #4 wage and benefit plan.

City Staff to Begin Surveying Restaurants on Smoking

At the request of City Councilmember Nimmer, City staff has begun taking a telephone survey to ascertain what City restaurants and bars presently allow or disallow in regard to smoking and if they do allow smoking, what additional restrictions they provide.  The completion probably will not take place before this upcoming City Council Meeting but should be available for your review at the April 13 City Council meeting.

As previously communicated, we have been in contact with Jessica Rhodes of Main Street and a member of the Hospitality subcommittee of the Warrensburg Area Partners in Prevention (WAPIP) to seek additional input from Warrensburg establishments and will provide the completed survey to them as well.    

Efforts to Obtain Global Strike Command Nearing Completion

As previously indicated, the State’s Department of Economic Development is now taking the lead on the Global Strike Command Project and the final regional meeting was held Friday, March 6, 2009.  A final briefing paper was developed by the State of Missouri to support this important project and is my understanding that this information has been provided to Governor Nixon and Congressman Skelton for an upcoming meeting with the Air Force.

Efforts to Market the Community Continue with Possible New Gateway Signs, City Limit Signs and Native Grass Plantings  

In February, I communicated to you that I was preparing a report and plan on retail recruitment and City wide marketing.  I also provided a Retail Trade Analysis report for the West Central Workforce Investment Area from the Missouri Economic Research and Information Center.  While the report is not complete, I wanted to comment on a recent meeting that I attended with the Area Engineer of MoDOT, representatives of the Branding Committee and the Master Gardeners, and Slim Coleman in Public Works.  At that meeting we discussed the implementation of the City logo on the City limit’s sign, new gateway signs north and south along Highway 13 and Highway 50, and east on Highway DD.  The gateway signs would be constructed in a similar manner to our existing way-finding signs.  In addition, we are discussing the possibility of native grasses and plantings within the medians of Highway 50.

These projects are in the beginning stages and we will keep you informed as we move forward.  

Traffic Commission

Attached are the minutes from the March 19, 2009, Traffic Commission meeting for your review.

Recent City Manager Activities, Meetings and Events

Since our last City Council meeting, your City Manager attended a Warrensburg Census Committee meeting, a Pioneer Trail Planning Commission Board Meeting, a WAPIP meeting, a Base Community Council luncheon, and a West Central Missouri Administrators luncheon.  I also met with the Area Engineer of MoDOT and representatives of the Branding Committee and the Master Gardeners.

In addition, I participated in our monthly KOKO Radio show, attended the Warrensburg Traffic Commission meeting and a retirement reception for our Public Works Director, Robert Crumb.  On Thursday, I met with the Warrensburg Economic Coordinating Board, the County Emergency Management Director and the Presiding County Commissioner.  Friday afternoon my family and I took a vacation trip to Branson.

Upcoming City Manager Activities, Meetings and Events

During the week of March 23, I plan to return Monday afternoon from a vacation in Branson.  That afternoon I plan to meet with Councilmember Dyer and then the Wage and Benefit Committee.   In addition during that week, I plan to attend a reception for Michelle Hendricks at the university, attend the annual Johnson County/Warrensburg Day in Jefferson City on Wednesday and attend the quarterly Leadership Challenge Luncheon on Thursday to recognize our employees and meet with the Master Gardner’s Board on a possible Highway 50 median native grass planting project.  On Friday, I plan to meet with the Tourism and Visitor’s Center Advisory Board, attend a chamber networking luncheon, meet with the City Council on a quarterly evaluation, and attend the 10 year anniversary of the James Kirkpatrick Library that evening.

The following week, I plan to attend a Military Affairs Meeting at the Chamber of Commerce, speak at a media briefing breakfast on the census and interview Public Works Director Candidates.  

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.  

CITY CLERK

Cindy Gabel

• Monday, March 23, 2009, is a Study Session at 6:00 p.m. and a City Council meeting is scheduled for 7:00 p.m.;
• Wednesday, March 25 is Student Government Day at the City Hall Annex.  There will be two groups with the first group from 9:00 a.m. through 10:30 a.m. and the second group from 11:00 a.m.-12:30 p.m.  Lunch will be served at the American Legion at 12:45 p.m.  Let Cindy know if you would like to attend;
• Thursday, March 26 is the Quarterly Awards luncheon from 11:30 a.m.-1:00 p.m. at the ABC Building;
• Friday, March 27 is the Chamber luncheon at Players at 11:45 a.m. and an Executive Session with Jeff and Cindy at 1:30 p.m.;
• Tuesday, April 7 is Municipal Election Day;
• Monday, April 13 is an Executive Session at 6:00 p.m. and a City Council meeting is scheduled for 7:00 p.m.;
• Thursday, April 16 is the Piccadilly Auction at the White Rose Pavilion.

Please provide me your ordinance books and I will update them with the latest codifications.

 
FIRE DEPARTMENT

Phil Johnston, Fire Chief

New Part-Time Firefighters Begin Employment with City of Warrensburg

Six new part-time firefighters have been employed since March 2.  Five additional candidates have been given conditional offers of employment after completing all phases of the pre-employment process to date, and we are waiting for them to complete their medical examinations and final background check requirements.  Once these additional part-time firefighters are employed, we will still have six conventional part-time firefighter openings and three student-resident part-time firefighter openings.  It is likely we will conduct another recruitment cycle in a few months.

New Electronic Pre-Fire Planning Program Begins

The pre-fire planning program was implemented electronically last week, and data is now available in the field through mobile data terminals installed in the two new fire engines, the Battalion Chief’s vehicle, and the vehicle operated by the Fire and Emergency Prevention Officer.  More than 300 occupancy pre-fire plans are now accessible for emergency situations.  The pre-fire plan documents contain emergency contact information, building and contents information, access and utility information, and other important information that might be needed during emergency situations at the occupancies that have been visited by firefighters.  We would like to demonstrate this important program at a future City Council meeting.  We hope funds will become available in the future to allow us to purchase additional mobile computers and to acquire the software needed to interface this program with the computers in the central dispatch center.

Assistant Fire Chief Attends the National Fire Academy

Assistant Fire Chief Sean Douglas has been attending an executive fire officer course at the National Fire Academy for the past two weeks.  He and approximately 35 other fire officers from around the United States will return to the National Fire Academy for two-week sessions for the next three years as well as complete course requirements between classes.  The federal government pays for almost all of the program costs.

Portable Fire Trainer Purchase Begins with $133,000 Federal Grant 

Before we develop the purchase specifications for the portable fire trainer project, Battalion Chief Jim Kushner and other members of the Fire Department intend to visit three or four Missouri fire departments that utilize fire trainers like the one for which a federal government awarded a $133,000 grant recently.  Chief Kushner hopes to coordinate the fire trainer project with the reconstruction of the parking lot at Fire Station No. 2.  Once the parking lot is completed and the fire trainer has been installed, we will have a realistic way to provide firefighting training to our personnel.  There is no substitute for experience, especially when we are training new firefighters who have not had previous fire service experience.  The City’s portion of the fire trainer project is estimated to be $7,000.  Funds are available in the current budget.

PARKS and RECREATION

Kory Alfred, Director

New Nassif Aquatic Center on Schedule to Open Memorial Day, 2009 

The Aquatic Center project is still on schedule for completion.  The walls of the bath house are being constructed and some of the new deck area has been poured.  Staff is working on developing new operation policies and procedures for the facility.  The facility is planned to open Memorial Day of 2009.

Lions Lake Revitalization Plan Goes to Park Board for Review

After gathering input from the Master Plan Committee of the Parks and Recreation Board, Landplan Engineering is in the process of submitting the first draft of the park revitalization concept.  The Parks and Recreation Board will review the concept at the April 29, 2009, board meeting.

PUBLIC WORKS

Bob Crumb, Director of Public Works

Street Department Maintenance Activities Gear Up After Winter Weather

The crew is busy working on spring maintenance activities.  Crack filling of asphalt streets and street sweeping being the top priority.  Streets are being evaluated for maintenance and repairs needed due to the asphalt failures caused by the winter weather.  Preparation will begin soon for the Asphalt Overlay Program.

Trucks and heavy equipment have been thoroughly cleaned and an anti-corrosion neutralizing agent applied to all equipment.

Numerous Street Projects Begin

In addition to the 2009 Curb and Sidewalk Program, bid requests are also out and will be opened on the Street Maintenance Improvement Program on March 27, 2009. Contracts for both programs should go to Council on April 13, 2009.

New Bike Route Signage Project Nears Completions

Reasbeck Construction has installed about two thirds of the bike route signs.  Reasbeck anticipates completion of the project by the end of March, weather permitting.  Staff is in the process of working on a press release and map of the route for interested citizens.

George Butler Associates Begin Gay and Burkarth Traffic Study

George Butler Associates, Inc. has been chosen to perform an engineering study of the area traffic from the Western Missouri Medical Center, Warrensburg Middle School and Sterling Elementary School.  The agreement was approved by Council at the March 9 meeting.

2009 Spring Clean up Programs

Spring Cleanup is scheduled for the weeks of March 30 and April 6.

Multi-Million Dollar Wastewater Plant Expansion Project Begins

The contractor is currently mobilizing equipment to both the East and West Treatment Plants.

Highway 13 Intersection Project

This project was approved by Council at the March 9 meeting.  J. C. Myers Construction was the successful contractor for the projects.

Fire Station No. 2 Parking Lot

This project was approved Council at the March 9 meeting.  J. C. Myers Construction was also the successful bidding contractor.

Johnson County Historical Courthouse

The plans for the Historical Courthouse are currently at Missouri Department of Transportation (MoDOT) for final approval.

POLICE DEPARTMENT

Bruce Howey, Police Chief

A Review of a New City Flag Prototype

I volunteered to work with Peggy Hostetler and Guy Parsons to procure new City flags utilizing the new City brand.  Attached is a flag prototype that was reviewed by department heads.  The prototype should be easy and economical for flag manufacturing companies to reproduce into the flag that will fly at City Hall and other buildings.  Please review the flag and feel free to comment on it at the March 23 City Council meeting.

See You Later Wiener Roast Date Set; Will Occur on May 4, 2009

The annual See You Later Wiener Roast date has been set as Monday, May 4 at Noon on Marshall Street.  We invite the City Council to come and join the Police Department, University of Central Missouri Department of Public Safety, Missouri State Highway Patrol and all City employees in waving good-bye to the students and proclaiming “See you later in the fall.”  Please mark your calendars.

Federal Monies Available for Police Officers

A 30-day window started March 16 for applications for fully funding Police Officers.  This is part of the Federal Stimulus Package.  Additional officer’s salary and benefits are fully funded for three years with the jurisdiction agreeing to pick up the officer’s salary and benefits the fourth year.  We are exploring this possibility especially since there is potential to annex and to better staff the department.

Animal Shelter

State Inspection of the Animal Shelter Results in Approval

State Health Inspector, Gary Jones, visited the shelter Wednesday, March 4 for a surprise inspection. Mr. Jones’s report concluded that all previously non-compliant issues had been corrected, and that no non-compliant issues were found this inspection.

Orscheln’s Adoption Days

The shelter will begin this weekend working with Orscheln’s Farm and Home in Holden to have an adoption day the first Saturday of every month (weather pending.)  Staff at Orscheln’s were very impressed with our last adoption day and are eager to work with the shelter on a regular basis.

Pre-Vet Club Helps Clean Shelter

On March 8, the shelter worked with the Pre-Vet Club from UCM to do a deep clean of the shelter.

Groundbreaking Date Set for New Animal Shelter

July 13 has been set for the Animal Shelter groundbreaking.  The Shelter staff is very excited to be one step closer to having our new shelter so that we can help more animals that are in need.

ASSISTANT CITY MANAGER

Chris Lowe

Information Technology Continues with New Telephone System

The winning bidder for the City wide telecommunications system interviewed 7 groups of employees to assess call flow, hear input on what end users need from the system and to educate staff to features that are included in the new system.  The gains in efficiency from a software based phone system hosted on our network are exciting.  It is truly a quantum leap from our current operation. 

Municipal Court

We started training our part-time collections clerk, Toni Yost, to perform duties of the assistant municipal court clerk.  She is a great employee who is always willing to do anything asked of her.  This will allow the municipal court to function effectively when Brenda Davis goes on maternity leave because Teresa Baumeister will be able to fill in for Brenda during that time.   I am pleased that we should not see too much decrease in level of service to the public. 

Support Services/Finance

Staff has continued to work diligently on the wage and benefit study.  They have put in long hours developing all kinds of proposed budget changes to reduce expenditures and analyze revenues to assist me and the City Manager in developing recommendations.  Again, I have to take the opportunity to thank Rachel Denfeld and Penny Harris.  We could not have developed the information we are presenting at the study session without their commitment and dedication to the City.

COMMUNITY DEVELOPMENT

Barbara Carroll, Director of Community Development

Update on CDBG Grant for Downtown Phase III Streetscape

City Council members will recall the $400,000 of grant funds must be matched on a dollar for dollar basis by the private match commitment.  At the time of application, the City had a commitment of $426,000.  This number was later reduced to $425,000 with the removal of one property at the time the grant agreement was signed. 

Staff has been submitting information to the State Historic Preservation Office (SHPO) since September 2008 trying to get their approval of the private match projects so that a notice to proceed can be issued for the entire grant project.  SHPO has taken issue with the window replacement portion of the scope of work proposed for the Depot.  The Depot project represents $25,000 of the $425,000 of private match commitment.  Also, during this time, the economy has weakened significantly and staff has had discussions with the other private owners about their projects.  Several of the owners have stated concerns about pursuing their projects in the original time-frame of 2 years for the grant.   

During the March 2 meeting with the Department of Economic Development (DED), the DED staff indicated that while the original grant agreement is for 2 years and the streetscape improvements must be completed within that 2 years, time extensions can be granted for the private match projects.  They indicated up to three additional years may be allowed for a total of 5 years to reach the $400,000 requirement.  Also, it is possible that new private match projects can be qualified during the 5 years beyond the original ones proposed in the application.  Finally, they stated the $400,000 of grant funds would be available within the 2 years and could be fully expended even prior to the private match dollars being expended.  This would mean the worst case scenario is the City would build a project, be reimbursed by the state, have the private match fall short at the end of the 5 years, and then have to pay back the state the amount of the shortfall of the private match.  In light of the current economy, staff felt it was prudent to fully explore the potential worst case scenario and bring it forward for discussion by City Council.  A contract for engineering services for the streetscape project will be on the April 13 City Council agenda. This is the first of the grant dollars that will be expended and staff wanted City Council to be aware of the concern, prior to considering the contract.

The 2010 Census Activities Begin

The 2010 Census Committee met on March 9 to prepare for the Media Breakfast being held on April 1 from 7:30 to 9:00 a.m.  Seventeen representatives from media outlets in Johnson County have been invited.  Laurie Patton Glasson, Media Partnership Specialist for the Census Bureau, will attend and speak about the importance of an accurate Census for Warrensburg and how the media can partner for success with the Census.  This event kicks-off a year of activities to prepare the community for Census Day, April 1, 2010.

Housing Workshops to Assist the Community Now Being Planned

Community Development staff, Tracy Brantner and Jessica Rhodes are partnering with Missouri Valley Community Action Agency, KCP & L, Workforce Development and others to plan a Housing Workshop on April 22, 2009 at 4:00 and 6:00 p.m. at the ABC Building.  While planning for the workshop is still in the early stages, anticipated topics include weatherization programs, homebuyer academy information, and address information, in addition to others.  This project stems from a DREAM conversation with the Missouri Housing Development Commission staff.

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