The Honorable Mayor

and members of the City Council

City of Warrensburg, Missouri

Dear Mayor and Council Members:

SUBJECT: City Manager Report for the May 12, 2008 City Council Study Session

Council Letter No. 08-070

May 08, 2008

Challenge the Process
Enable Others to Act
Encourage the Heart
Inspire a Shared Vision
Model the Way

The quotation for this City Manager Report centers on the leadership concept of
"Challenge the Process.”

City Council Meeting, Study Session, and Executive Session
The upcoming May 12 City Council Meeting includes a Study Session at 6:00 p.m. at the City Hall Annex to continue our briefings on existing City plans and the City Council Goal Setting Process. The 6:00 p.m. Study Session calls for staff briefings on:

• Building Facilities Plan;
• City-Wide Traffic Study;
• City-Wide Trails Plan;

The previously provided schedule for the City Council’s Goal setting process has been modified and now calls for the briefing on the Downtown Parking and Land Use Study to be held at the June 12 City Council Meeting rather than the May 12 City Council Meeting. Please plan to arrive at 6:00 p.m. at the City Hall Annex. Light food will be available.

At this time, the Agenda for the Regular May 12, 2008 City Council meeting includes:

• Resolution Authorizing the Payment of Bills;
• Proclamation Declaring National Police Week;
• Proclamation Recognizing Earl Neal, Executive Director for the Johnson County Ambulance District;
• Presentation by MoDOT on the Highway 13 and Highway 50 Intersection;
• Presentation and Request by Lisa Irle for Funds for Freedom’s Frontier National Heritage Conference;
• Discussion and Approval of a Preliminary Plat in Hunter Hollow;
• Ordinance Authorizing an Agreement with George Butler & Associates for the City Hall Remodel;
• Ordinance Authorizing Final Pay on the Railroad Storm Drain Project;
• Ordinance Authorizing Final Pay on North Holden Storm Drain Project;
• Ordinance Awarding a Contract to Re-grade Lot A-4 in the Industrial Park;
• Ordinance Authorizing a Stop Sign at Simpson Drive in Hawthorne Subdivision;
• Discussion on City Vehicle and Equipment Replacement Policy and Authorization to Purchase Two Dump Trucks;
• Mayoral Appointments to Boards and Commissions.

An Executive Session is scheduled at the end of the regular City Council Meeting and is pursuant to Section 610.021 of the Revised Statutes of Missouri relating to real estate and legal matters.

A City Council Budget Retreat has been scheduled for 5:00 p.m. Thursday, May 29, 2008 at the Community Center, Room C. The City Council’s Adopted Financial Management Policy calls for this retreat to be held, “before the preliminary budget numbers are completed by the department directors.” The retreat will be attended by the Council, City Manager and Department Directors and it will provide an opportunity for the City Manager to present preliminary guidelines to the Council for their concurrence as well as set priorities for the coming budget year. Department Directors will present major topics to the Council for their input and the City Council should also express their views on what priorities they believe should be in the upcoming proposed operating budget. We plan to also show off the new fire trucks at the beginning of this Budget Retreat

At this time we anticipate that the Agenda for the June 9, 2008 City Council Meeting should include, at a minimum, the following items on the agenda:

• Resolution Authorizing the Payment of Bills;
• Presentation on Central Dispatch by April Tarrant;
• Ordinance to Establish a Procedure for Conflict of Interest;
• Ordinance Approving a Contract to do a City Wage and Benefit Study;
• Downtown Parking and Land Use Study Briefing;
• Council Goals and Objective Discussion;
• Mayoral Appointments to Boards and Commissions.

Upcoming items that we anticipate at future City Council Meetings include;

• Annexation;
• Presentation and Approval of Five-Year Capital Improvements Program;
• City Council Goals and Objectives Review and Adoption;
• Agreement with the Chamber on Depot Maintenance and Renovation;
• Possible Revision to Liquor License Policy Resolutions and Minimum Fine Ordinance for Minor in Possession;
• Review of Emergency Snow Removal and Mud & Silt Control;
• Ordinance Vacating a Portion of Highway 13 Outer Road Within Hawthorne Plaza, Lots 1 thru 10 and Tract A, in the City of Warrensburg, Mo;
• Ordinance Imposing the Capital Improvement Sales Tax in the City of Warrensburg, Missouri, at the Rate of One-Half of One Percent upon Sales Related to Domestic Utilities;
• Old Hwy 13 property from MoDOT to the City;
• Ordinance Authorizing Issuance of Approximately $40 Million of Chapter 100 Bonds for the EnerSys Corporation.

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:

Wage and Benefit Committee and Request for Qualifications for a Wage Study
The subcommittee of the Wage and Benefit Committee that is reviewing the Statements of Interest and Qualifications from firms interested in doing a City Wage and Benefit Study will meet this Wednesday, May 14 to narrow the final firms for formal presentations. Once this is done, interviews will be scheduled and the firms will be ranked and a contract for services for the top ranked firm will be presented to the City Council for consideration.

Central Dispatch Bill and June 9 Presentation by Johnson County Dispatch Director
At the January 14 City Council Meeting, we informed the City Council that we had experienced a significant increase from the County on our dispatch cost from what was estimated in our budget, and what was originally communicated from the County last year. The City Council requested that a representative from the County appear before the City Council to discuss this matter. Our City staff and I met with April Tarrant, the Central Dispatch Administrator, and some minor changes were made on our original bill. In your bills list there are two quarterly payments of $59,317.09 for County Dispatch cost for the first two quarters in 2008. This represents a $40,869 increase in what was budgeted for this year. The City has funds in the Budgeted Contingency Account of $150,000 to meet both this expenditure and the $20,333 for this year’s overage in snow removal cost. Ms. Tarrant and the County are exploring options as to how to address the issue of increasing dispatch cost caused by an annual decrease in County 911 land line revenues. Ms. Tarrant will be at the June 9 City Council Meeting to address this issue.

Sales/Use Tax
At the last City Council Meeting, the City Council requested information on the City’s sales/use tax. Here is some information from the Missouri Department of Revenue that I hope will be useful:

“What is subject to use tax in Missouri?
All sales of tangible personal property that are purchased from out-of-state and shipped into Missouri are taxable unless there is a specific exemption listed in Chapter 144.

Should I pay sales tax or vendor's use tax?
Sales tax is applicable on all sales made from a location within the state of Missouri. Vendor's use tax is applicable on all sales made by out-of-state vendors where goods are shipped into Missouri and where title passes within the state of Missouri.”

As also requested, we are developing a graph to show you the history and types of sales tax the City receives.

MML Legislature
The Legislature is set to convene on May 16. Attached is a recent report “Under the Dome” from our joint economic development lobbyist Madsen & Wright who was hired by Johnson County Economic Development Corporation for our Economic Development Partners. In addition, I have enclosed a May 2 report from the Missouri Municipal League.

Finances and 2007-08 Budget
Last month we began highlighting some of the information from the Monthly Financial Summary Report that we provide to you in your agenda packets. This information is hopefully useful for you to both track the 2007-08 budget status and the financial activity that takes place.

The Monthly Financial Summary Report that is in your packet reflects revenues and expenditures ending in April or seven months into our fiscal year. Thus a general gauge of each of the items would be whether we are hitting 58.34% revenues and/or if expenditures are below or near the 58.34% range. Some of the items that I would like to highlight from financial summary report are as follows:

Newly Elected Council Orientation
Not only has the City Clerk developed a City Council Orientation booklet, but Council Member Dyer has begun his tours with Department Directors of City facilities. We have also provided a status of current projects from the Department Directors on particular projects they are working on. In addition, Council Member Dyer and I will attend the Elected Officials Training Conference in Jefferson City on Thursday, June 12 through Friday, June 13 in Jefferson City.

Recent City Manager Activities, Meetings and Events
Since the last City Manager Report that was provided on Friday, April 25, your City Manager has attended a legislative subcommittee of the Economic Coordinating Board, a University of Central Missouri Master Plan Committee meeting, and a Public Safety luncheon for Tim Rucker. Finance and Administration personnel celebrated Administrative Professionals Day with a luncheon at Lunch At La Sous Terre.

This week, I attended a Warrensburg Area Partners in Prevention (WAPIP) retreat, a City Visitors Center Representative Meeting, met with April Tarrant of Central Dispatch, met with staff on the Transportation Plan and Trails Plan, met with City Department Directors and Chris Lowe on Press Releases, held a teleconference call with our auditors and Rachel Denfeld and Chris Lowe, reviewed Senior Accountant resumes with the Human Resources Department, and attended a presentation by the Parks Department on the upcoming renewal of the 3/8 cent Sales Tax Election. During the afternoon of Wednesday, May 7 through Friday May 9, I attended the Missouri City Managers Association (MCMA) Annual Conference in Branson.

Upcoming City Manager Activities, Meetings and Events
During the week of May 12, I plan to attend the Highway 13 Corridor Luncheon and a “See You Later” police luncheon, attend the last legislative subcommittee of the Economic Coordinating Board for this legislative session, meet with a subcommittee of the Wage and Benefit Committee, attend the Traffic Commission, meet with the Administrative staff, and attend an Economic Coordinating Board Meeting. Thursday afternoon I plan to see a Royals game.

The week after, I plan to the attend the International Shopping Center Conference and will be back Wednesday afternoon to attend the Central Region’s Missouri Municipal League’s meeting in Columbia. On Thursday, I plan to attend the monthly WAPIP meeting, take some computer training on Excel, and attend the Johnson County Economic Development Board Meeting.

Economic Coordinating Board and Economic Partnership Activities
As is our custom, attached is the monthly report from Warrensburg Main Street, Inc., the Chamber of Commerce and Visitors Center and Johnson County Economic Development Corporation. Reports from these Warrensburg Economic Partners are not only being provided to keep you informed, but are also available for interested citizens.

Other Items and Additional Information

Central Missouri Municipal League Dinner and Meeting
The Central Division of the Missouri Municipal League will have a Legislative Wrap-Up Meeting and Dinner on Wednesday evening, May 21, at 6:00 p.m. in Columbia. Council Member Arwood is the President. I plan to attend, and if you are interested, please advise Cindy Gabel that you would like to attend.

Aquila Sale to Great Plans Energy
Enclosed is a letter from President Richard Green of Aquila on the pending transaction of Aquila to Great Plains Energy (Kansas City Power and Light) for your review.

City License Renewals
Liquor license renewals are scheduled to be mailed out May 16 including a packet of the information needed to renew. Establishments selling alcohol have a deadline for renewals of July 1, and are required to renew their State and County liquor licenses as well. Business and dog license renewals were mailed out April 25 and have been coming in at a good rate. Toni Yost, our part-time Collections Clerk, has been a big help in processing a large amount of renewals including inserting a Warrensburg logo decal with a thank you note.

Warrensburg Area Partners in Prevention (WAPIP)
Enclosed is a recent brochure developed by WAPIP for your review. There is a lot going on with the Warrensburg Area Partners in Prevention and the City

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 City staff or Department Heads 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.

POLICE DEPARTMENT
Bruce Howey, Police Chief

Tom Carey Accepts Blood Donor Award
Community Policing Coordinator Tom Carey accepted the Community Blood Center’s Outstanding Achievement Award at a luncheon held in Jefferson City. Lt. Asher Snook attended the luncheon representing the Police Department. Tom has organized and initiated a blood drive program that is sponsored by the Warrensburg Police and Fire Departments. In the past year 375 units of blood have been donated. This program has been in existence for two years and has been very successful and positive for the departments and the City.

Tim Rucker Benefit: Luncheon a Success
We had an excellent turn out on May 1 for the Tim Rucker benefit luncheon. Over $1,700 was raised for Tim and his family.

National Police Week
National Police Week will be from May 11 to May 17 this year with flags flown at half-staff on May 15 for Peace Officer’s Memorial Day. Mayor DeFrain will read a proclamation at the May 12 City Council meeting.

Police Department Building Plans Finalized
The Police Department building committee met on Friday, May 2 and reviewed final plans for the new Police Department building. The next step is to have a cost estimate for the building made. Richard Pember and I will meet with the estimators on May 13. We are anticipating on going to bid this summer and breaking ground this fall on the project. We will review the plans with the City Council at the May 12 council meeting.

Alcohol Impaired Driving Saturation
This past weekend (May 2-3) the University of Central Missouri Department of Public Safety and Warrensburg Police Department conducted alcohol impaired driving saturation patrols. Of the large number of traffic stops made, there were no alcohol related traffic arrests.

Joint Money for Alcohol Enforcement
The University of Central Missouri Department of Public Safety and Warrensburg Police Department have been granted reimbursement up to $7,900 for alcohol enforcement efforts. This will be for conducting compliance checks and control of alcohol and loud party enforcement for Spring and Fall of 2008.

See You Later Wiener Roast Set for May 12
The annual See You Later Wiener Roast is set for Noon on May 12 on Marshall Street. This is open to all City employees including City Council and law enforcement throughout the County.

Animal Shelter

Adoption Day a Success
The shelter hosted our second Adoption Day on Saturday, May 3, 2008 from 11:00 A.M. to 6:00 P.M. A total of 8 dogs and 9 cats were adopted. We are very pleased with the success of this day.

Staff Resignation
Shelter Staff Christopher Stephenson has resigned his position. We will be readjusting staff schedules and will be advertising for the open position soon.

FIRE DEPARTMENT
Phil Johnston, Fire Chief

Driveway Repairs at Fire Station No. 1
Recently, Fire Department personnel assigned to “A” Shift repaired the front ramp at Fire Station No. 1. Personnel who worked on the project included Battalion Chief Dale Parsons, Captain Terry Hill, Firefighter/EMT J.D. Gudde, Firefighter/EMT Eric Orndoff, and Firefighter/EMT Sean Claire. I hope that I didn’t leave out names of anyone who worked on the project. The crew’s diligence in preparing the concrete and effort in filling the holes with suitable concrete material made a huge difference in the appearance of the front ramp and safety to those who walk in front of the fire station each day.

New Fire Engines
On Monday, April 28, 2008, Assistant Fire Chief Sean Douglas and Battalion Chief Mike Flores traveled to the Pierce Manufacturing Company plant in Florida. They inspected our new fire engines, drove them, and determine that they were ready for delivery. On Saturday, May 3, the two new fire engines arrived in Warrensburg. They were transported to Warrensburg by drivers provided by the manufacturer. The units were again inspected and tested on Tuesday, May 6. Following these inspections and tests, the City formally accepted them the same day, and payment was made to the vendor.

During the next three weeks, Fire Department personnel will install many pieces of equipment, radios, assorted tools, and hoses on the new fire engines. We will show the new engines to the City Council at the May 29 meeting. I expect the new fire engines will be in service by
June 1.

Johnson County Ambulance District Director Recognition
On Monday, May 12, 2008, the City Council will recognize Johnson County Ambulance District Administrator Earl Neal for his exemplary service and effective leadership during the past five years.

National Incident Management System (NIMS) Training
Persons wishing to take NIMS training may take classes online. IS-700 is the NIMS overview, and IS-100 is the basic incident command system class. IS-700 is required for certain appointed and elected officials. IS-100 would be very beneficial for all elected and appointed officials as it explains the incident command system, its components, and how it is implemented.

IS-800, the previous class on the National Response Plan, has been replaced by the new National Response Framework course, now known as IS-800b.

This new course is available at: http://www.training.fema.gov/EMIWeb/IS/IS800b.asp .

Complete information about NIMS classes is available at: http://training.fema.gov/IS/NIMS.asp

COMMUNITY DEVELOPMENT
Barbara Carroll, Assistant Director

Monthly Activity Report
The Community Development Report for the month of April is attached. Please ask if there are questions about this information.

Economic Coordinating Board
Attached are the minutes from the March 20, 2008, Economic Coordinating Board meeting. At their April meeting the board heard reports from the 2010 Census Committee and the Legislative Committee. There were also discussions about data coordination, downtown parking, and the status of the county-wide temporary planning commission.

2010 Census Committee
The committee met on April 14 and began developing a timeline of specific activities and programs to promote the census locally. At their next meeting the committee will be working to establish a budget.

UCM Campus Master Plan Committee
Jeff Hancock and Barbara Carroll continue to attend the meeting with the campus committee and Gould Evans planning consultants. The group is reviewing different core-campus planning alternatives and residential planning alternatives. The consultants and campus representatives will meet with City officials in the coming month to discuss some traffic related issues.

Downtown Revitalization
Staff anticipates the 2008 DREAM application will be available next week. Jessica Rhodes, Tracy Brantner and Barbara Carroll anticipate working with the Warrensburg Main Street and City Council to submit an application.

Cultural Resource Survey
A public meeting was held May 6, 2008, at the Community Center from 5 p.m. to 7 p.m. to discuss the findings of Phase 2 of the survey.

2006 International Residential Code Roof Amendment
The 2006 International Residential Code (IRC) adopted by City Council in February 2008 included a change in roofing requirements. Specifically, a map was changed from the 2000 version that includes the City of Warrensburg in a climate zone that would allow only one layer of shingles on residential roofs. While this was discussed by the Code Committee prior to them recommending adoption it did not receive a lot of attention by the group. In the education period with the building community since February and in anticipation of the May 1 implementation of the new codes, several roofers, property owners, and insurance officials have questioned the need and reason for the map change.

The Code Committee met on April 30 to discuss the issue and consider what other area communities have done regarding the issue. Warrensburg and other nearby cities are on the edge of the two different climate zones on the map in the 2006 IRC. The Committee recommended the City continue to use the map from the 2000 version, thereby allowing two layers of shingles on residential roofs. On May 1, under the provisions of Section R104.1 of the 2006 IRC, Roland Kitchen, Building Official, issued a Policy Statement making the committee’s recommendation effective immediately. Staff is now preparing an ordinance to amend the 2006 IRC and it will be brought to council in the coming months.

Code Enforcement Inspector Position
Brad Bromwell, Code Enforcement Inspector, has given notice that his last day will be May 20, 2008. We are already advertising to fill the position, but anticipate there will be several weeks where the position is vacant. Existing Community Development staff will work to keep the cases in court active so as not to impede the City’s chances of abatement. However, progress on other open cases and new complaints received after May 20, may not proceed as quickly as typical until the position is filled.

PARKS and RECREATION
Kory Alfred, Director

Skate Park
Site Design Group, skate park designer, inspected the facility at the half way point in the construction process. Site Design Group will submit a letter with recommended changes regarding construction of the project.

Senior Center Rent
In 2007, the Senior Center made a request to the Parks and Recreation Board for assistance with the rent at Community Center due to a budget short fall of the Senior Center. The Parks and Recreation Board recommended the Senior Center pay half of the rent, with the other half being carried on an account. The Board reviews the financial status of the Senior Center quarterly to determine what amount, if any, will be forgiven on the account.

On April 30, 2008, the Senior Center met with the President and Vice-President of the Parks and Recreation Board concerning rental of the Community Center for the upcoming year. Discussion of the Senior Center Rent is on the Parks and Recreation Board agenda for the May 25, 2008 meeting.

CITY CLERK
Cindy Gabel

• Monday, May 12, 2008, is the See You Later Weiner Roast from 12:00 a.m.-1:00 p.m. at City Hall;

• Monday, May 12, 2008, is a study session at 6:00 p.m. and a regular City Council meeting at 7:00 p.m.;

• Wednesday, May 14, 2008, is the Chamber of Commerce luncheon. It will be held at Players Restaurant from 11:30 a.m. - 1:00 p.m.;

• Thursday, May 15, 2008, is the ground breaking for the new Public Works Building at 10:00 a.m.;

• Saturday, May 17, 2008, is the birthday celebration of Blind Boone at the park. Activities begin at 10:00 a.m. You can bring a picnic lunch and enjoy horseshoes, chess, or checkers. A City resolution will be read at 2:00 p.m.;

• Wednesday, May 21, 2008, is the Central Division MML Regional Meeting in Columbia. Registration and social hour will begin at 6:00 p.m. Dinner will be served at 7:00 p.m.;

• Thursday, June 12, 2008, through Friday, June 13, 2008, is the Missouri Municipal League Elected Officials Training Conference in Jefferson City. Please let Cindy know if you would like to attend and I will make reservations. I currently have Curt Dyer and Jeff Hancock as attending the conference.

PUBLIC WORKS
Bob Crumb, Director of Public Works
and Community Development

Street Department
The crew has been busy patching streets getting them ready for the Street Maintenance Overlay program to begin on May 19.

Downtown Street Signs
There has been an increase in the theft of street signs in the downtown area this year. Vandalism has also been a problem with people hanging off of the signs and breaking them from the poles.

New pedestrian and directional signs for the downtown have been received. They will be installed as the crew has time and as some of the maintenance work is completed.

City Hall Remodel
The plans for the Fire Department space are now in the final stage. We anticipate having the plans ready for bid in the next two months.

Public Works Maintenance Building
We are planning a groundbreaking for the Public Works building. May 15, 2008 has been scheduled for the ceremony; the time will be announced at the May 12 council meeting.

Police Building
The Police building plans have been completed to the preliminary stage. The floor plans and elevations are worked out and all but a very few issues have been resolved. The plans will now be sent to a separate construction management firm for a detailed cost estimate. The cost estimate will reveal opportunities for potential savings. This is part of the “Value Engineering” process. The same will be done with the site plan for the City Hall and Police building area.

Southeast Sewer District
No new information.

Mo. 13 East Loop
Representatives from Missouri Department of Transportation (MoDOT) will attend the May Council meeting to update council on the Mo. 13 East Loop.

Maguire Street Intersections Projects
Staff met with the engineers on Friday to discuss the projects. The plans are being revised and then will go to MoDOT for approval, once approved we will then go out to bid.

West Pine Street, (Holden Street to Warren Street)
No further action has been taken on this project until we receive word regarding the Community Development Block Grant information.

West Pine Street (Warren to the West Park), Hamilton Street and Devasher Road Interchange Preliminary Designs
No new information.

Bike Lanes
Staff submitted the specifications for the bids to the Missouri Department of Highways and Transportation for approval.

Old Courthouse Projects
No new information.

Sidewalk Program
Notice to Proceed has been issued; preconstruction meeting is scheduled this week and construction should begin as soon as possible.

Street Maintenance Program
The program is scheduled to begin the week of May 19, 2008.

West Pine Interceptor
The bid documents were sent to the Missouri Department of Natural Resources (MDNR) for final approval before construction can commence. We expect approval at any time.

Sewer Plant Expansion Project
The final construction plans and specifications were submitted to MDNR for approval and we expect word at any time. The project will then go out to bid.

Wastewater Collections and Utility Inspections
Four sanitary sewer locations were repaired by slip lining in the past few weeks. This method is very cost effective and does not require excavation. We will be planning more of these projects in the future.

Lot A-4, Industrial Park
M. Scott Contracting, Inc. was the low bidder on the excavating and grading of Lot A-4 in the Industrial Park. The contract is on this Council Agenda for approval.

City Wide Traffic Study
Final revisions have been completed and we anticipate bringing the study to the Council in the near future. It will be first presented to the Traffic Commission and Planning Commission for their review and comment.

Sunset Hill Cemetery
A retirement luncheon is being planned for Dale O’Donnell on May 14 in the old MGE building across from City Hall. Council members and co-workers are invited to the luncheon.

Recent Activities and Meetings of the Director of Public Works and Community Development
Marvin Coleman and I attended the Pioneer Trails Regional Planning Commission Traffic Advisory Committee meeting on May 1, 2008. I am on the Facilities Task Force for Survival Adult Abuse Center and we met on April 29, 2008 for a planning session. I met with Andy Coats, Lake Ridge Homeowners Association President and Terra Technologies regarding improvements to the lake and upstream. I will be meeting with a resident of Oak Manor regarding storm drainage issues.

I am the president of the Depot Renovation, Preservation and Maintenance Board and we met on April 16, 2008. The Board is developing a new policy regarding the maintenance of the building for consideration by the Chamber and City Council.

Council Goals
The Council Goals were updated to show the various items that have been completed or have significant progress within the past three months.

Other Projects on our list:
Way Finding Signs
Storm Drainage Regulations
Yard Waste Disposal
Fire Department Access and Subdivision Regulations
Mud and Construction Site Debris Regulations

City Managers Report available in .pdf

Chamber of Commerce Report .pdf

Main St. Report .pdf

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

CMmailing@warrensburg-mo.com