City Managers Report
The Honorable Mayor
and members of the City Council
City of Warrensburg, Missouri
Dear Mayor and Council Members:
SUBJECT: City Manager Report for the December 14, 2009 City Council Meeting
Council Letter No. 09-210
December 10, 2009
|
~ Peter F. Drucker |
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
"Enable Others to Act .”
City Council Meetings, Study Sessions, and Executive Sessions
A Study Session will be held at 6:00 p.m. on Monday, December 14, 2009 at the City Hall Annex, 607 Burkarth Road, Suite B, Warrensburg, MO. This Study Session is a direct result of a request from the City Council to meet with the City’s representatives of the Visitor Center’s Advisory Committee on the Chamber of Commerce’s request that they receive from the City a five-year Memorandum of Understanding. The regular City Council meeting will begin at 7:00 p.m. immediately after the Study Session. There is not an Executive Session planned for this regular City Council meeting.
Preliminary Items for the December 14 City Council Meeting follows:
- Resolution Authorizing the Payment of Bills;
- Presentation by Jeff Imboden, Chairman of the Warrensburg Arts Commission;
- Ordinance on a Minor Plat-Northside Christian Church;
- Ordinance Authorizing an Agreement with Johnson County Economic Development Corporation;
- Ordinance Authorizing an Agreement with Warrensburg Main Street;
- Ordinance Authorizing an Agreement with Warrensburg Chamber of Commerce and Visitor’s Center;
- Ordinance Establishing Traffic Control in the Eternity Village Subdivision;
There will be no second Warrensburg City Council Meeting during the month of December.
We would request that the City Council review overall City finances, financing options on the final half cent capital improvements, and discuss the establishment of final half cent capital priorities. At this time, we plan on having a study session on Monday, January 4 at 12:30 p.m. at the City Hall Annex. Please review your calendars and advise City staff if that date and time will work for you.
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:
City Plans to Implement the Solid Waste Plan and Move to Give Two-Year Notice to Grant a City Franchise for Single/Multiple Waste Haulers for City Residential Service
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.”
In July of this year we informed the City Council that the Community Development Director, City Attorney, the City Manager and the Public Works Director had again met with the local community solid waste haulers and discussed the possibility of the City either contracting out waste hauling in the City or negotiating with the haulers designated areas for collection. For the City to consider a City contract for waste hauling, the City would have to give a two-year notice. We could however elect to negotiate with the haulers and divide the City into areas and award certain areas of the City to certain specific haulers. At the last meeting in July with the area haulers we primarily listened and discussion was open and frank. We did communicate however that Missouri American Water can provide one bill for water, sewer and trash service. We also informed them that City staff was planning to recommend to the City Council that the City proceed to give the two-year notice. If the City Council agrees to that recommendation, all discussion and decisions before and after would be in an open setting and we would advise them prior to a request for a decision being on the City Council Agenda. We informed them that we anticipate that Agenda item might take place at a City Council meeting sometime after October, 2009 or perhaps in early 2010.
City staff has developed a preliminary schedule to proceed with this process. It includes the following:
ITEM or PHASE Estimated Date
Complete the Draft Plan & distribute to staff Dec. 18, 2009
Internal Staff Review Meeting Dec. 21, 2009
10:00 a.m.
File Plan with City Clerk for Public Inspection Dec. 23, 2009
Publish Notice of Public Comment Period Dec. 23, 2009
(To paper by noon 12/21/09
Notify of Public Comment Period to haulers, sheltered workshop Dec. 23, 2009
City Council Meeting Jan. 25, 2010
Public Comment on Solid Waste Plan & Ch. 11 Ord. amendments
Resolution adopting Solid Waste Plan
Ordinances amending Chapter 11
City Sends Plan to: Jan. 31, 2010
Pioneer Trails Regional Planning Commission
Solid Waste District F
MO Department of Natural Resources
If the City Council has any questions or needs additional information, please do not hesitate to contact Barbara Carroll, our Community Development Director; Mike Batie, the Director of Public Works; or the City Manager.
City’s FY October 1, 2008-September 30, 2009 Financial Report, Audit Status, and Financial Review of First Quarter 2009-2010
As previously discussed, the audit will replace the regularly scheduled quarterly financial statement for the fourth quarter of fiscal year 2008-2009. The Auditor’s will be here to begin their work on December 28. Work should be completed by the second week in January 2010. We anticipate receipt of the final audit in February, 2010.
In the interim, we plan to review finances with the City Council at a Study Session on Monday, January 4, 2010 at 12:30 p.m. We received the December sales tax check. This is the largest first quarter monthly sales tax revenue and provides the best indication of how the City is tracking with budgeted revenues.
The quarterly status compared to sales receipts received last year is as follows:
Third Quarter Sales Tax Receipt Comparison
2008-09 2009-2010
General Fund
One Cent Sales $671,712 $658,368 -1.99%
One Cent Use $35,555 $33,999 -4.38%
Half Cent Capital Improvements
Half Cent Sales $335,856 $329,239 -1.97%
Half Cent Use $17,774 $16,997 -4.38%
Parks Sales Tax
3/8 Cent Sales $242,765 $237,771 -2.06%
3/8 Cent Use $12,453 $11,908 -4.38%
When the 2009-2010 budget was approved we anticipated that the recession would end sooner and that revenues would begin to increase. As a result, the City budgeted an anticipated Sales Tax increase in the General Fund of 1.99% but budgeted a decrease of -3.5% from the Sales Use Tax. The recent quarterly sales tax figures were discouraging.
While the first quarter sales tax receipts could represent 23% of receipts for the full fiscal year, because of Holiday Sales in December, the second quarter sales tax could amount to 27% of total fiscal year receipts. As a result, if the City is to maintain its service levels, it is critical that City and County residents shop Warrensburg retailers, eat in Warrensburg restaurants during this upcoming Holiday Season.
In the November 23, 2009 City Manager Report I communicated that if the December Sales Tax receipts were not tracking with our budget, that, as was the case last year, we would make needed budget expenditure adjustments. It is my opinion that this is now indeed necessary and as a result, I will be working with Department Directors to find additional expenditure savings. At this time, while we may implement some personnel hiring freezes, we do not however plan to make any employee reductions.
City Reviewing Bank Bid Proposals
The City received two bank bids for our depository of funds on November 30. 2009. Our existing contract with U.S. Bank expires in the end of January, 2010. A committee made up Tracy Martens, Rachel Denfeld, Suzy Shackelford and Penny Harris are reviewing the proposals and met on Thursday with each institution to clarify their proposals. We anticipate a recommendation and contract will be submitted to the City Council at an upcoming City Council meeting in January.
Funding Request from Johnson County Historical Society
In the last City Manager’s Report we provided to you a letter and request from the Johnson County Historical Society for the City to assist in some of their funding overruns for the recent New Harmonies celebration. We will review this request within our budget capabilities and will report back to the City Council in January.
City to Move from Semi-Monthly to Bi-Weekly Payroll System
The City is growing and it is time for the organization to migrate to a more efficient and accurate payroll system that will allow us to do more with less. As a result, on December 21, the City will move from a semi-monthly payroll to a bi-weekly payroll. This change will affect employees in the calendar year 2010 in two ways. First, we will migrate from a system in which employees enter time on an exception basis to one that enters time on an hourly basis. With the new system, employees will account for every hour through time entry. Second, twice a year they will receive three paychecks during the same month.
To help employees with the transition, all employees will be offered a training course in the next few weeks to learn the new time entry process. Second, January 2010 is one of the two months in a year that they will receive three paychecks. Pay dates from this time forward will be every other Friday. This change should result in a more efficient and effective overall system and better meet the needs of a growing organization.
Recent City Manager Activities, Meetings and Events
During the week of November 23, I met with Council Members Dyer and Brock, and had lunch with the Mayor. In addition, I met individually with certain Department Directors. Thursday and Friday the City offices were closed for the Thanksgiving Holiday.
During the week of November 30 I attended a U.S. Bank holiday reception, met individually with certain Department Directors, met with the Sports Tourism Task Force, representatives of the fire union, attended a Johnson County Economic Development Corporation Board meeting and holiday dinner, and met with Sid Douglas, Jack Dillingham, and developer representatives on financing options for the proposed hotel and convention center. Sheila and I also attended and deeply enjoyed the annual City Holiday Party at the Community Center. My hat is off to the Holiday Committee and all that contributed to make this event such an enjoyable evening.
During the week of December 6, your City Manager participated with the City Council in a tour of the new Police Building, MGE building, and the Warrensburg “Civic Center” campus. At the same time, City staff met with the City Council to review the plans, programs and obtained general direction for the City Hall Remodel, MGE building, City Council Chambers, and the overall Civic Center Complex. During this same week, I met with our Emergency Planning Director, attended a Historic Preservation Commission Meeting, met with our Economic Development Director Tracy Brantner, attended a WAPIP meeting, held a monthly Department Director retreat, and attended a Community Branding Committee meeting.
Upcoming City Manager Activities, Meetings and Events
Next week, I plan to meet with Council Members Dyer and Brock, attend a monthly Census meeting, have lunch with the Mayor, and attend a Chamber breakfast at Carmike Cinemas. I also plan to attend a Warrensburg Traffic Commission. On Thursday and Friday I plan to be on vacation to assist in preparation of my daughter’s Saturday wedding.
During the week of December 20, I plan to attend our monthly radio show at KOKO, meet with our Emergency Planning Director, and meet individually with certain Department Directors. Christmas this year falls on Friday, and City offices will be closed both on Friday and at 1:00 p.m. on Thursday the day before.
During the week of December 27, I plan to be engaged in some City/organizational planning efforts, review City finances, and plan for our anticipated City Council Finance Study Session on January 4. Friday is New Year’s Day and City offices will be closed.
Economic Partnership Activities
As is our custom, attached is the monthly report from the Chamber of Commerce and Visitors Center and the November 30, 2009, Annual Report from Warrensburg Main Street, Inc. and Johnson County Economic Development Corporation. The reports from these Warrensburg Economic Partners are not only being provided to keep you informed, but are also available for interested citizens.
Other Informational Items
Traffic Commission
Attached are minutes from the November 18, 2009 Traffic Commission Meeting
As always, if there are any questions on any matter, or if you need additional information on this report, please contact either myself or any of the Department Directors noted in this report.
PUBLIC WORKS
Mike Batie, Director of Public Works
Public Works Administration
Mike Batie has been meeting with Bucher, Willis, and Ratliff (BWR) engineers on various design values and parameters for Hamilton Street. The design criteria are complete with the survey work nearing completion. Final design with complete drawings is scheduled to be finished in March or early April.
In addition, a number of meetings have been completed to firm up estimates on the City Hall options and the MGE building.
The Solid Waste Plan is being researched and checked for proper data and local data. It is being targeted for Council review and approval on January 25, 2010.
Street Department Activities
The street crew was prepared for the Tuesday storm. All trucks were serviced and were ready. Words cannot express our thanks for having a new facility to operate out of this winter. Street sweeping of leaves has been done as time permits in most of the residential areas.
Wastewater Plant Expansion Project
Progress at the East Plant over the next two weeks includes completing the roof on the headworks building, finishing the reed beds by surfacing the gravel roads, pouring concrete on the effluent valve vault and building a temporary road around the new influent pump station in order to facilitate work on the existing gravity sewer and construction of the pump station.
Progress at the West Plant over the next two weeks includes completing the concrete work on the UV structure, beginning work on the influent pump station (excavation, pour, slab, etc.) and planting the reeds in four of the reed beds.
Monthly Utility Inspection Report
See attached
Public Works Maintenance Building
The contractor has not completed their final punch list as of December 2. Next possible date for project closeout and Council acceptance is January 11, 2010.
Cemetery Building
Council acceptance occurred on November 9, 2009. Project is complete and in warranty period.
Police Building
The police headquarters building project continues positive progress and remains on schedule. The building is nearly “dried in” now. Drywall installation is underway inside. The masons continue the brick and block veneer installation. Additionally, we have a landscape contractor installing short retaining walls around the building secured parking lot to improve the final grading plan.
City Hall Renovation
The project design is nearly complete. The plans will be revised with the remodel plan based on the Council guidance at both your December 7 and upcoming January 4, 2010 Study Sessions. The project should be ready to go out to bid by mid-January.
Animal Shelter
The contractor continues to make remarkable progress in spite of adverse weather conditions. All concrete floors and walls are complete. As of December 2, the exterior wood frame walls are standing. Based on current progress and assuming the weather allows we still expect substantial completion in mid-January.
Collections Building Remodel
The Council approved the construction contract with Grun-D Construction on November 9, 2009. The contractor is currently executing his contract and obtaining his necessary bonding and insurance certificates. We anticipate a notice to proceed date of December 3, if all of the necessary contract paperwork is received in time. The contractor anticipates substantial completion in early January.
MGE-West Wing Remodel
The MGE-West Wing remodel project involves the remodeling of the “west wing” portion of the building including the five garage stalls facing north. Four of the garage stalls are going to be converted to conditioned storage space. The total area included in this project is 2,855 square feet. Bid opening occurred on November 9,, 2009. The low bidder was significantly less than the engineer’s estimate. However, the project is scheduled to be shelved until City Hall is complete and the economy improves in the future.
MGE-Holden Street Remodel
The MGE-Holden Street project is now being evaluated for serving as the long-term municipal court room. A presentation to the City Council was held on Monday, December 7,, 2009 to consider this option. A simple floor plan and exterior color rendering was provided. The course the Council chooses concerning the City Hall remodel project will determine if the MGE – Holden remodel will also be required for temporary office space.
Hamilton Street Extension Project
Staff and City Engineers met with representatives of the University of Central Missouri and the Warrensburg School District to discuss the possible changes to the Hamilton Street design that were included in the City Council packet for the last meeting. There is also a public meeting scheduled for December 17, 2009 from 5 pm to 7pm at the Community Center to get input from the public on the roadway design as well as offer the public an opportunity to ask the engineers questions.
PARKS and RECREATION
Kory Alfred, Director
December 3, 2009 Parks and Recreation Board Meeting
Below is a summary of the last Parks and Recreation Board meeting.
- Adoption of a policy stating WPR facilities may not be rented for programs/events that run concurrent with WPR programs/events
- Approval of Facility Usage Agreement with Warrensburg RVI School District
Lions Lake
I am meeting with Mike Batie, Director of Public Works, and David Flick, Principal of Terra Technologies, concerning the preliminary engineering and permit application for dredging Lions Lake. Staff is in the process of investigating dredging the lake in-house to reduce the cost of the project.
POLICE DEPARTMENT
Bruce Howey, Chief of Police
School Resource Officers Initiate ALICE Program with Warrensburg R-6 School District
School Resource Officers Tim Dorman and Tal Moses presented the ALICE (Alert, Lockdown, Inform, Counter, and Evacuate) program to the Warrensburg R-6 principals on December 2. This program is designed to give students and teachers alternatives in the event of an armed assault within their school. Dorman and Moses attended ALICE training in Columbia, MO this past summer. The University of Central Missouri is also participating in ALICE for their students and faculty.
December 2 Blood Drive a Success
Warrensburg Police Department Community Policing Corporal Tom Carey reports another success with the Warrensburg Fire and Police Blood Drive. A total of 98 potential donors were processed with 90 units of blood collected. This puts the number of units collected in the drives this year over 400.
Police Headquarters Building Continues Progress to Completion on Schedule
The Police Department building is reported to still be on schedule for move-in during the month of March. Glass should be installed soon and the heating and cooling system finished so that the upstairs drywall can be completed.
First Annual Shop with a Cop Scheduled for Warrensburg Police
The Warrensburg chapter of the Fraternal Order of Police (FOP) is sponsoring its first annual Shop with a Cop event. It will be held on December the 21, with a parade escort from the Police Department to Wal-Mart for shopping then to Mazzio’s Pizza for dinner. This is the first time for this event with the Warrensburg Chapter. Underprivileged children are selected for this program; they are given $100 gift cards for shopping and accompanied by officers to shop at Wal-Mart for their families and an item or two for themselves. Over $1,200 has been raised so far for this event. Past years, solicitations were made in our community from the Sedalia F.O.P. and there were several questions raised about benefits to our community. This event is sponsored locally and is held locally and I have determined it to be a very positive event-to the point of Mary and me making a contribution as part of our Christmas giving.
Animal Shelter
Animal Shelter Building Continues Progress to Completion on Schedule
The Animal Shelter building is reported to be on schedule and we are looking at move-in close to the first of the year.
Memorial Donation from the Dorothy Theiss Family
The shelter received a memorial donation from the family of Dorothy Theiss. Mrs. Theiss adopted her dog from the shelter a little over two years ago and had been a great supporter of the shelter until her recent passing.
FIRE DEPARTMENT
Phil Johnston, Fire Chief
Part-Time Firefighter Status
For the first time in many years, the Fire Department is approaching the point of having all of our part-time firefighter positions filled. We are processing the final candidate needed to fill the last of the 24 conventional part-time firefighter positions. The fifth of our six student-resident part-time firefighter positions was filled on December 8, 2009. Unless we have unanticipated vacancies in the part-time ranks in the coming months, I do not expect we will conduct another firefighter testing cycle before August of 2010.
Assistant Fire Chief at National Fire Academy
Assistant Fire Chief Sean Douglas is attending a two-week course at the National Fire Academy. He is in his second year of the four-year Executive Fire Officer program. The costs of this program – other than the meal costs – are provided by or reimbursed by the U.S. Fire Administration.
Mobile Fire Trainer Utilization
On December 8, 2009, approximately 24 members of the Warrensburg Fire Department participated in the first formal training sessions with the recently acquired mobile fire trainer. Several of our recently employed part-time firefighters received training under actual fire conditions. These firefighters worked in realistic levels of heat and smoke that enabled them to acquire new skills. They participated as members of fire attack teams in conditions that are similar to what they will encounter when combating fires in dwellings and buildings. The mobile fire trainer is next scheduled to be used on December 19, 2009, when firefighters from the Johnson County Fire Protection District will participate in interior fire attack training. The mobile trainer will remain at Fire Station 2 for the upcoming training. Although it is labeled a mobile fire trainer, most of the training will take place here in Warrensburg. The challenges associated with disassembly, set-up and relocation suggest that most of the unit’s usage will take place at Fire Station 2.
Aerial Ladder Status
The Fire Department’s aerial ladder truck was out of service from November 10 to December 3 due to a transmission fluid leak and problems with the steering mechanism. Repairs were completed, and the unit returned to service on the evening of December 3. Fortunately, no incidents that required an aerial ladder response occurred during the time the unit was out of service.
Holiday Food Drive
Food collection boxes have been placed at City Hall, Fire Station 2, the Police Department, and the Community Center. Donations are slow to appear this year. In an effort to raise public awareness of the need to donate food for The Food Center, Public Works Department staff members reassembled the large trailer-mounted sleigh that was used to collect food in 2004. The sleigh will be used at local businesses to help encourage donations. The food drive will continue through most of December.
CITY CLERK
Cindy Gabel
- Monday, December 14 is a City Council meeting with a study session beginning at 6:00 p.m. and a regular City Council meeting at 7:00 p.m.
- Tuesday, December 15 is the first day for filing for the two City Council seats. The deadline for filing is Tuesday, January 19, 2010.
- Wednesday, December 16 is a Chamber Networking Breakfast at Carmike Cinema from 7:30 – 8:30 a.m.
- Wednesday, December 16 the Traffic Commission meeting is at the Annex at 4:00 p.m.
- Tuesday, January 19, is the Freedom Scholarship Dinner at the Elliott Union Ballroom beginning at 6:30 p.m. Dinner tickets can be purchased separately or we may purchase a table for eight. Let me know if you would like to attend.
COMMUNITY DEVELOPMENT
Barbara Carroll, Director of Community Development
November 2009 Community Development Activity Report
The Community Development Report for the month of November is attached. Please ask if you have any questions regarding this information.
City Planner, Angela Eley, Gains National Certification
Angela Eley, City Planner, was certified as a member of the American Institute of Certified Planners (AICP) on November 20, 2009. Certification requires specific education and experience plus passing a rigid examination in planning. Certified planners are members of American Planning Association’s professional institute, AICP. They have demonstrated a commitment to high standards of professional practice and a mastery of theories and tools of planning. The AICP certifies practicing city, regional, urban and rural planners and promotes continuing education and professional development.
City Issues Building Permit for Amateur Radio Tower
This week staff issued a building permit for the first amateur radio tower constructed since the new ordinance was adopted in June of this year. The tower will be located at 910 Coventry Court in the Fox Ridge subdivision. The combined tower and antenna height is 40 ft.
Residential Dangerous Building Program Intensifies
Roland Kitchen, Building Official, maintains a watch list of residential buildings that are dangerous and/or vacant and that are likely to become dangerous. Properties are added to the list as they come to building division or code enforcement staff’s attention through regular inspection activities or complaints. Currently, there are 41 properties on the list. For the past several years, Roland has maintained contact with the property owners in an attempt to get voluntary compliance. This occasionally works and a structure is either repaired or demolished. However, with the list being the largest it has ever been, Roland and I met with Doug Harris last week to discuss the options for prosecuting owners in order to gain compliance. Staff will be initiating 3 to 5 cases in the next month that will be turned over to the Prosecutor’s Office. As these cases are resolved, new cases will be introduced based upon a structure prioritization on the current list. It is expected each case could take a year or more to resolve because of the nature of the items needing correction on each structure.
City Managers Report available in .pdf
Visitor Center Advisory Board Minutes
Visitor Center Staff Update June 2009
Johnson County Economic Development Corporation
If you would like to receive an electronic copy of the City Managers Report send an email to:
CMmailing@warrensburg-mo.com