The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the September 14, 2009 City Council Meeting

Council Letter No. 09-150

September 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

"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, September 14, 2009, at the City Hall Annex, 607 Burkarth Road.  We plan to have a Study Session at 6:00 p.m. just prior to the City Council Meeting to discuss changes to the proposed 2009-2010 budget and the upcoming financing issue.  Please bring your budget books to the Study Session.

As previously discussed we plan to issue additional debt through Certificate of Participation Funding (COPS) before the end of the year.  While we have not finalized all of the numbers, at this time we anticipate approximately $869,904 to complete the Police and Public Works Buildings, $897,589 to reimburse us for previous costs we used for City Hall in the 07 COPs issue, and to finish up engineering.  We need to be ready to bid City Hall this Fall; $216,769 to upgrade the MGE building that would include the west wing for future storage; $375,000 for the animal shelter; and, additional financing for the Aquatic Center.  Financing for the remodel of City Hall and Hamilton Street would take place in 2010.

Because of accounting and detail work needed of this financing and the need to be more accurate on the final numbers of the 2009-2010 budget, we plan to postpone the final reading and approval of the budget until the second City Council meeting on September 28, 2009.  At that time we should also have all of the necessary bond ordinances ready for City Council approval for the financed projects.

We have an Executive Session scheduled at the end of the City Council Meeting for the purposes of discussing legal, real estate and individually identified personnel records.

Preliminary Items for the September 14 City Council Meeting include:

• Resolution for the Payment of Bills;
• Public Hearing and Ordinance Changing the Schedule of Volume Charges for Sanitary Sewer Service;
• Proclamations for Constitution Week and Fire Prevention Week;
• 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;
• Presentation of the City-Wide Trail Plan;
• Presentation by Gary Brown Announcing Funding for the Warrensburg Senior Citizen Housing;
• Ordinance Authorizing Change Order #3 on the Public Works Building;
• Ordinances Authorizing Contracts for City-Wide Bulky Waste and Brush and Limb Cleanup;
• Ordinance Establishing a Speed Limit on DD Highway;
• Ordinance Authorizing a Contract for the Animal Shelter Building;
• First Reading of a City Debt Issuance Ordinance;
• Smoking Ordinance Discussion.

We need to have a special City Council meeting either Tuesday, September 22, Wednesday, September 23 or Thursday, September 24 to approve the second reading of the debt issuance ordinance.

Preliminary Items for the September 28, City Council Meeting include:

• Recognition of the Storm Shelter Program;
• Recognition of Johnson County Fire Protection;
• Second Reading of an Ordinance Revising the 2008-2009 Budget and Approving the 2009-2010 Budget;
• Ordinance Amending Chapter 11 Garbage and Trash;
• Ordinance Authorizing Contract on the Old Public Works Building;
• Mayoral Appointments to Boards and Commissions.

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

It is my understanding that four City Council members plan to attend.  On Tuesday, I received word from the MML Innovation Award Committee that at the Tuesday luncheon on October 6, they wish to present Warrensburg with this year’s MML Innovation Award.  This innovation award is based on our community collaborative efforts on the Warrensburg WAPIP Alcohol Management Program.  In addition to receiving the award, our innovative program will be cataloged for inclusion in the MML’s Innovation Award database and the program will be featured in a future article in the Missouri Municipal Review.   Congratulations Warrensburg!

Sports Tourism Task Force

We plan to finalize for the Mayor’s appointment and Council approval at the next City Council meeting the representatives for the Sports Tourism Task Force from each agency so the Task Force can begin work and complete its report within the October 1, 2009-September 30, 2010 fiscal year.

Traffic Commission

Attached are the minutes from the August 19, 2009 Traffic Commission Meeting.

Recent City Manager Activities, Meetings and Events

Since our last City Council meeting on August 24, I met with Chairman Pro Tem Dyer and had lunch with the Mayor and Council Member Brock.  In addition, I attended the Chamber’s Branding and Military Affairs Committees, met with Barbara on some retail recruitment strategies, and attended the United Way Kickoff and the “Get the Red Out” events.  In addition, I attended the Tourism and Visitor’s Center Board Meeting, the Kickoff of the 350.org event at the Johnson County Court House and met with the Council for a quarterly evaluation.  

During the week of August 30, I took some vacation, participated in a CLIMB event, met with Department Directors, and attended the Third Quarter Leadership Challenge Award.

This week, I assisted in an interview panel for four finalists for a planner/grant writer position with the Pioneer Trails Regional Planning Commission, held a discussion with wage and benefit committee representatives on our health insurance renewals, met with the Project Manager on public improvement projects and attended the Whiteman BCC Luncheon.     

Upcoming City Manager Activities, Meetings and Events

Next week, I plan to meet with Council Members Dyer and Brock, and have lunch with the Mayor.  I plan to attend a Census Committee meeting, Highway 13 Corridor Meeting, a Pioneer Trails Regional Planning Commission Board Meeting, a Depot Parking Meeting, meet with the Department Directors, and attend a WAPIP meeting, a retail strategy meeting and the Traffic Commission Board Meeting.  I also plan to discuss with Chamber and City Council representatives the City/Chamber Visitor and Tourism Contract, attend a Branding Meeting and meet with UCM representatives on the Hamilton Street Project.

During the week of September 20, I plan to attend our monthly KOKO radio show, meet with our Emergency Planning Director, attend a Regional Preparedness Showcase in Concordia, attend a Johnson County Economic Development Corporation Partnership Meeting, our Boards and Commissions Recognition reception, and attend a Tourism and Visitor Center Meeting. 

Economic Partnership Activities

As is our custom, attached are the monthly reports from Warrensburg Main Street, Inc. and the Chamber of Commerce and Visitors Center.  The reports from these Warrensburg Economic Partners are not only being provided to keep you informed, but are also available for interested citizens.

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. 

PARKS and RECREATION

Kory Alfred, Director

Nassif Aquatic Center

Nassif Aquatic Center had 41,313 visits to the facility this past summer.  The facility generated $220,649 in revenue.  These figures do not reflect programs such as swim lessons, swim team, or river walking that take place at the facility.

Nassif Aquatic Center Zip Code Survey

Staff collected zip codes of Nassif Aquatic Center patrons.  Zip codes were collected on both a weekday and weekend at the facility.  The results of the survey found nearly 25% of the visitors of Nassif Aquatic Center resided outside the City of Warrensburg.  A copy of the survey results are attached to this report.

August 26, 2009 Parks and Recreation Board Meeting

Below is a summary of the August 26, 2009, Parks and Recreation Board meeting. 

• Adoption of Board public communication policy
• Vote to direct staff to investigate renovating Rotary Fountain into a flower bed;
• Presentation of Recreation Trail Plan;
• Discussion of conflicting rental policy;
• Adoption of Parks and Recreation Goals.

September 9, 2009 Parks and Recreation Board Meeting

The Parks and Recreation Board will meet in special session on September 9, 2009.  Adoption of the FY09/10 Budget and Recreation Trail Plan are on the meeting agenda.

FIRE DEPARTMENT

Phil Johnston, Fire Chief

Mobile Fire Training Unit Update

The mobile fire training unit that is being funded with a 95% Federal grant – 5% local match has been delayed due to undisclosed circumstances at the factory.  The contract documents between the vendor and the City indicated the unit was supposed to have been delivered within 45 days of receipt of purchase order.  This would have meant the unit would have been delivered by August 31, 2009.  With the assistance of City Attorney Doug Harris, Assistant Fire Chief Sean Douglas was able to obtain a one-year extension on the warranty which means the unit will have a 24-month warranty.  Additionally, the vendor agreed to pay any interest and penalties that might be imposed by the Federal government since the City has already received the payment from the Federal government and their rules required expenditure within 30 days of receipt of funds.  If the unit is not delivered by September 25, 2009, the purchase order and the addendum related thereto will be terminated in accordance with the Request for Bid.   The vendor also agreed to pay any associated legal fees related to the delayed delivery, should there be any such legal fees.  Despite the delay in delivery, I remain optimistic that the fire training unit will be delivered by the new deadline and that it will be very beneficial in providing realistic training to firefighters.

Fire Hydrant Maintenance Continues

Fire Department members are continuing with fire hydrant maintenance and inspections.  The City is divided into six separate areas so that fire crews rotate areas of primary responsibility periodically.  Every fire hydrant within the City needs to be inspected and serviced at least twice a year in order to comply with recommendations of the Insurance Services Office.  Over the years, the Fire Department and the Missouri American Water Company have collaborated on the development of specific duties that each entity provides with regard to the community’s fire hydrant system.   This year, the Missouri American Water Company has provided a significant enhancement to the system by upgrading some old fire hydrants by providing thread adapters.  The new adapters convert the 2.5” hose outlets from a peculiar thread scheme to the National Standard Thread.  It will take several years to complete the conversation of the old threads to the nationally-recognized threads.  We very much appreciate the efforts and funds that the Missouri American Water Company is committing to this project.

Part-Time Firefighter Testing Update

Written testing and physical ability testing of candidates hoping to fill nine conventional part-time Firefighter and three student-resident Firefighter vacancies took place on Saturday, August 29, 2009.  Those candidates who passed the tests on August 29 will be invited to appear before an oral interview panel.  We are waiting to hear written test result scores from the test development company so we can invite those candidates who have passed both the written and physical tests to their interviews.  Hopefully, we will have sufficient numbers of qualified candidates on an employment eligibility list when the final scores are tabulated after the interview panels review each continuing candidate.

Fire Prevention Week

This year’s theme for Fire Prevention Week is: "Stay Fire Smart. Don't Get Burned.”  Fire Prevention Week in 2009 is October 4 through October 10.  This year’s program focuses on burn awareness and prevention.  Annually, Warrensburg Fire Department personnel visit schools, give fire station tours and participate in a variety of public education programs to commemorate Fire Prevention Week.  A City proclamation regarding National Fire Prevention Week and its observance in Warrensburg will be presented at the September 14, 2009, City Council meeting.

CITY CLERK

Cindy Gabel

• 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

August 2009 Community Development Activity Report

The Community Development Report for the month of August is attached.  Please ask if you have any questions regarding this information.

Historic Preservation Commission Training

The Historic Preservation Commission met on August 26, 2009 for their regular monthly meeting.  During the meeting, commission members viewed a training video that highlighted due process procedures as they pertain to preservation commission meetings and actions. 

Code Enforcement Inspector Attends CLIMB

Ray Almaguer, Code Enforcement Inspector, is attending this year’s CLIMB class.  Ray has already found the program useful in making connections to assist with his code enforcement responsibilities.  The program continues every Thursday until the end of October.

Solid Waste Management Recommendations

One of the City Council’s goals in this year’s strategic plan is to “Give two-year notice to solid waste haulers and finalize recommendations of the Solid Waste Management Study.”  Staff had previously indicated we would be bringing a resolution to the City Council in October of this year that would give the two-year notice.  In preparing the resolution, staff has determined the resolution and notice must be given in accordance with an adopted Solid Waste Management Plan that has been approved by the regional planning commission, solid waste district, and the Missouri Department of Natural Resources (MDNR).  The last formal plan adopted by the City was in June 1993 and it was a plan for the entire solid waste district which encompasses a five county area.  Obviously, the plan does not incorporate the recommendations from the 2005 Solid Waste Management Study completed by Barker Lemar for the City of Warrensburg.  

Staff is recommending the City Council consider and adopt a new Solid Waste Management Plan that would incorporate the recommendations of the 2005 study and the current desires of the City Council.  Staff is now drafting a new plan for consideration.  Due to the meeting schedules of the solid waste district and the regional planning commission, it may not be possible for those bodies to consider the draft until their January 2010 meetings.  In the meantime, staff anticipates presenting an ordinance updating Chapter 11 of the Code of City Ordinances regarding garbage and trash to City Council for consideration.  The updates are necessary in order for MDNR to approve a new Solid Waste Management Plan.  If the new plan cannot be adopted until January, it will also be necessary to wait until then to give the two-year notice.

Using Incentives to Achieve Retail Goals

Mike Batie, Barbara Carroll and Jacquie Estes attended a webinar on Thursday, September 9, about using incentives to attract and retain retail business.  The webinar was presented by Buxton Company and was very informative.  The presentation highlighted different incentives used by various cities to overcome common recruiting challenges including older buildings, site assembly, infrastructure improvements, lowering start-up costs, and expanding and retaining current retailers.  Staff will present this information at an upcoming Study Session.

POLICE DEPARTMENT

Bruce Howey, Chief of Police

John Harrington and Gary Schmidt present in Jefferson City

Warrensburg Police Department (WPD) Alcohol Compliance Coordinator John Harrington and University of Central Missouri Department of Public Safety Officer Gary Schmidt were guest presenters at an annual juvenile justice conference in Jefferson City.  They spoke on alcohol compliance, previous challenges and recent successes we have experienced in Warrensburg.

School Resource Officers Attend School Violence Training

WPD School Resource Officers Corporal Tim Dorman and Corporal Tal Moses attended training in Columbia, Missouri on the ALICE program.  ALICE stands for Alert, Lockdown, Inform, Counter, and Evacuate, and is used to counteract school shooting situations.  After their training, Dorman and Moses met with the Warrensburg R-6 administrative staff to discuss the possibilities of incorporating the program into the local schools.  The University of Central Missouri is currently moving forward with implementation of this system.

Blood Drive Held September 9

The Police Department/Fire Department blood drive was held on September 9 at the Warrensburg Community Center.  This drive honored those that lost their lives through the terrorists’ acts on September 11, 2001.  Eighty six (86) people come by to donate blood and from those 86 people the blood drive staff was able  to collect 70 units of blood.  

Animal Shelter

Hill’s Science Diet will be continued at the Animal Shelter

After evaluation, Shelter Manager Sarah Jacob has decided to continue the use of the Hill’s Science Diet foods for the shelter animals.  We have been very happy with the Hill’s program for the last year and are thrilled that we can continue to maintain the feeding program.

Shelter Hosts CLIMB Class tour

The shelter hosted the 2009 CLIMB class for a tour of the shelter on Thursday September 3.  We were glad to be able to talk about the shelter mission to the group and discuss the importance of the shelter to the community.

Booth at the Doggie Dive

The shelter is preparing for our next educational event.  We will be setting up a booth at the Doggie Dive to promote the shelter and the animals available.

Rescues and Runways Fashion Show

On September 19, the shelter will be working with Maurice’s for a Rescues and Runways Fashion Show and donation drive to benefit the shelter.

New Tranquilizer Gun Purchased

Animal Control Officer Tim Stanfield studied and then requested the purchase of a tranquilizer gun that would allow for longer range darting of animals as well as large animals.  There are many times that our current gun does not have sufficient range to use on wary uncatchable dogs.  We have also had several instances that we have had a need to tranquilize a cow or bull.  This new gun gives those capabilities and it was purchased partially from the donation fund and from the general supply fund.  Tim is already trained and certified in its use. 

PUBLIC WORKS

Mike Batie, Director of Public Works

Street Department Activities

The Street Department hosted CLIMB on September the 3rd with a tour of the facility and a departmental overview.

Painting and striping continues throughout the City.  Brush and limbs are being cut back along right-of-ways to improve sight distance and asphalt repairs are being done.

Wastewater Plant Expansion Project

Work is still progressing on the improvements and is on schedule.

Highway 13 Intersection Project

Paint markings will be applied by the crew the week of September 10th at North St. and Maguire prior to opening the intersection to traffic.

Johnson County Historical Courthouse

Plans have finally been approved by MoDOT for the grant and the project will be bid in the spring.

Public Works Building

The Public Works Street Department is currently moving into their new building.  The contractor is continuing to work through the remaining punch list and is also addressing warranty items as they come up. 

Police Building

The police headquarters building project continues positive progress and remains on schedule.  The project site is taking its final shape as overall excavation is nearly complete.  The building construction is changing the City skyline as the structural steel erection is underway.  The contractor is working hard to ensure the building is “dried in” prior to the onset of winter.

City Hall Renovation

The project design is now approximately 50% complete.  The staff is in the process of reviewing the latest plans submittal.  We remain on track to receive a complete set of plans by the end of September.  Following the plan review process, we intend to bid out the project in the October/November time frame.  Any additional value engineering required will occur through the winter months.  Additional planning is underway for the transition phase that will require the staff to move from their current offices in City Hall to temporary offices in the MGE building and the new police headquarters.

Animal Shelter

The Animal Shelter bids were opened on July 31, 2009.  Unfortunately the low bid significantly exceeded the established budget for the project.  We invited the three low bidders to present a list of suggested cost saving ideas from which we developed a comprehensive list and issued it as an addendum for rebidding.  The second round of bids came in much closer to our established budget.  We met with the apparent low bidder and have further value engineered the project until we are now within 10% of the budget for the new building.  If approved, the new building project will maintain the same footprint as the original design to include 33 dog kennels.  We have eliminated current plans for the remodel of the existing building and have taken out the special coatings for the kennels.  Other cost savings measures were applied which ultimately resulted in a total reduction of $126,004.  In general, however, in spite of significant cost savings, we believe the items eliminated are easily added back at a later date as funding becomes available.

Cemetery Maintenance Building

The contractor has passed the final inspection, and will turn in his last pay request by September 15.  Council will consider final acceptance at the October meeting.  The owner is moving into his new building and establishing operations.

WPC Collections Building

We are currently in the process of contracting with an architect for the old Public Works building design.  Our plans remain to complete the building remodel and move-in of the PW Collections Crew by the end of December 2009.  This project is an important link in the overall sequence of required remodels/moves in order to start the City Hall demolition and construction by April 2010.  Following the completion of the old Public Works remodel, we will perform required tasks in the MGE Building for temporary offices from January to February 2010, in order to facilitate the City Hall staff and PD Department moves in March.

MGE Building Remodel

Brett Penrose, Project Manager, has been meeting with contractors on the repairs needed for the MGE building.  The building will be utilized as office space during the City Hall remodel project.

WPC Utility Inspection Report

See attached

City Managers Report available in .pdf

Main Street Report

Visitor Center Advisory Board Minutes

Visitor Center Staff Update June 2009

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

CMmailing@warrensburg-mo.com