Minutes-August 21, 2012

The Board of Aldermen held a meeting on Tuesday night August 21 2012 at 6:50 PM.  Those present included Mayor Greg Richmond Alderpersons Keith Kohley, Calvin Wilson and Bill Hess. Also present were City Supervisor David Brodie, City Clerk Paula Brodie, Chief Tom West, Officer Curt Drake, Judge Clyde Davidson and Emergency Management Director Denis Kolb. Guests included Lois Kolb, JR. Fisher, Carlton Lewis, and Roger Hensley. Ald. Lett was not present.

The Mayor called the meeting to order at 6:50 PM. He noted that the meeting was called at 6:50PM to hold a Public Hearing for public comments and questions in regards to the Board setting the 2012 Tax Levy. The Mayor noted that the tax levy of $0.6332 was the same as last years. The Mayor informed the Board that the Ordinance needs to be voted on two times because it must be approved before September 1, 2012.

The Mayor asked for comments and questions.

Roger Hensley asked the Board how much the taxes would be on a valuation of $50,000.00. The Mayor told him that his taxes will be the same as last year, if the valuation of his property stayed the same.

Ald. Lett joined the meeting.

The Mayor asked if there were any more public comments or questions, which there were none.

The Mayor noted that the Board was moving from the Public hearing into regular session.

The Mayor read Bill # 2012-431 for Ord. # 2012-441 for the first reading setting the 2012 tax levy at $0.6332 per $100.00 valuation on personal property and real estate.

Ald. Wilson moved to approve the first reading of Bill # 2012-431 for Ord. #2012-441. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Kohley voted aye with 0 nays.

The Mayor read Bill # 2012-431 for Ord. # 2012-441 for the second reading. Ald. Kohley moved to approve the second reading of Bill # 2012-431 for Ord. #2012-441. Ald. Hess seconded. Ald. Hess, Kohley, Lett and Wilson voted aye with 0 nays.

The Board of Aldermen discussed the minutes from the meeting on August 7, 2012. Ald. Wilson moved to approve the minutes. Ald. Kohley seconded. Ald. Hess, Kohley, Lett and Wilson voted aye with 0 nays

The Mayor noted that the next item on the agenda was for the Board to discuss Bill # 201-432 for Ord#2012-442 which removes the words “under cover” from Section 210.690 (a).

The Mayor read Bill # 2012-432 for Ord. # 2012-442 for the first reading. Ald. Wilson moved to approve the first reading of Bill # 2012-432 for Ord. #2012-442. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.

The Board discussed the bids that they had received during the last meeting on the street repair. David informed the Board that he had called Swift and asked for clarification on the charge of $1200.00 for each mobilization. He said if the City had told Swift that they were ready for Swift to start, and they moved in all of the equipment and then the city wasn’t ready and Swift had to come back at a later time, there would be a charge of $1200.00.

The Mayor reported that the Board had voiced a concern at the last meeting about the bid from APAC as it did not include anything except the 2” overlay.  He informed the Board that per Section 135.050 of the city’s Code the Board does not have to accept the lowest bid but they must put in the journal the reasons why they went with the higher bidder.

Ald. Wilson stated that he was concerned about APAC’s bid which reflected they were intending on only putting down a 2” overlay and did not include any leveling coats or milling. He said that Swifts bid reflected doing milling, a leveling course before the 2” overlay and all traffic control.

Ald. Wilson moved to approve the bid from Swift Construction in the amount of $61,625.00 due to the fact that Swift’s bid included leveling course, cold mix tie ins, before the 2” overlay and all traffic control, where APAC’s bid did not, and because of all of the exceptions to their bid there might be unexpected expenses not included in their bid.. Ald. Kohley seconded.  Ald. Kohley, Lett, Hess and Wilson voted aye with 0 nays.

The Following reports were made by:

Tom West- reported that the new patrol car should be delivered in the near future.

                 – he also reported that the light bar on the white patrol car is not working correctly. He said the way the lights were designed moisture got into them and made them not work. He said that Curt had tried to order parts for it but was not able to locate the manufacturer. He said that they had called Able 2 out of Cassville, Missouri to see if they could work on them and they had stated that they get numerous calls regarding needed repair to that kind of light bar, but they do not work on any but their own.  Curt said he asked Able 2 for quotes on a new light bar and switch board.

They are as follows:

Generation 5 LED light bar and switch board for $1,573.49 cities price versus $2,286.00 regular price.

Generation 4 LED light bar and switch for $1,492.91 cites price versus $2,092.00 regular price.

He noted that if any repairs were needed they would do them right at the plant in Cassville.

Indian Trails will do the installation. Tom said he thought they had quoted between $300 and $400.00 to do the installation.

Tom recommended giving the old light bar to the fire department as their vehicles are kept indoors, so the lights would not draw moisture.

Ald. Kohley stated the price for the LED’s might seem high but they really aren’t and he noted that most light bars have LED lights in them now.

Ald. Wilson moved to purchase the Generation 5 light bar and switch box from Able 2, Cassville for $1,573.49. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.

David Brodie- told the board that David Sarratt turned in his two weeks’ notice today. He said David had been talking about quitting and that he understood that David had informed the Clerk that he was turning in his two weeks’ notice. David stated that he would not be able to attend the Chemical Spill response class.  The Board agreed to have him go ahead and sign up for the class for $125.00.  It was noted that if he could not go they would be refunded if notification was given 3 days before the class. Ald. Wilson moved to allow David to go to the Chemical Spill Response Class in Springfield for $125.00 plus wages. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.

David informed the Board that the City’s waste water permit is up for renewal soon. He said because of this Greg Perkins from DNR had spent a day with him doing an inspection of the plant. David reported that Mr. Perkins told him he should be doing a composite sampling once a month. He said that a composite sample was taken over a 24 hour period. David told the Board that he has a composite sampler that he can use in the trough where the UV lights are but he needs one that can go deeper because he has to take samples from the pit. He said that Blue Book has one that will go to a depth of 13 feet for $1,328.00. He said that Mr. Perkins told him he should start doing the testing as soon as he can.

David said that the city sends a lot of their samples to an outside lab source for testing. He said that most of the cities do this except Noel. He said Mr. Perkins said that was fine because it was another source to check the samples other than the City.

David stated another thing Mr. Perkins wants the City to do is to start testing the solids which would require the purchase of an analytical balancer at the cost of $1,695.00 for one that is EPA approved.

He stated that he was also having trouble with his dissolved oxygen (DO) meter. He said that it keeps drifting off and won’t hold a calibration. He said that he had taken it to Mike Jeffers, from the Noel Wastewater plant to look at and that they had gotten it calibrated, but within a short time it was back to not being correct. He said that a replacement DO meter will cost $1,845.00.

He told the Board that he definitely needs the Composite Sampler and the Analytical Balancer and then in the future a DO meter. He said that Greg Perkins said that the new wastewater permit will require the city to do more testing then in the past. He said the items he has asked for will be required once the Board receives the new permit.

Ald. Wilson moved to allow David to go ahead and purchase the composite sampler in the amount of $1,328.00, the analytical balancer for $1,695.00 and the DO Meter for $1,845.00 for a total sum of $4,868.00. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.

David reminded the Board that at the last Board meeting he had told them that one bay of the UV lights had gone out and that he could not find any replacement parts. He said that the Board had told him to contact Paul Crews to see what it would take to redo the whole system. He said before Mr. Crews could come down to give him some ideas Mr. Perkins did the plant inspection. He said that Mr. Perkins said the system has to be replaced and he suggested the need of hiring an Engineer to draw up the specifications.

He said he has talked to Paul Crews and asked him to get some prices for him. He said that Paul estimated the cost could be around $40,000.00. David said because of the cost of the project the Board would need to place the project out for bid and to place it out for bid specifications would need to be put together. He said he was not qualified to draw up the specifications.

The Mayor stated that the project would definitely need to be bid out. David stated his concern was if another bay of lights go out the city could be in violation, so he was wondering if the city had some kind of emergency clause which would allow them not to have to go through the bidding process.

The Mayor asked if he could ask someone from DNR. David said he could make some phone calls and see if he could get some information.

David asked if the city had an engineer under contract. The Mayor noted that Tri State Engineering had been the city’s expert witness for the water improvement project.

Ald. Wilson said he didn’t understand why an engineer was needed.  Clyde stated because it sounded to him that it was not a replacement part needed but a rebuilding of the complete system.

The Board decided to have David find out if the City could classify the situation as an emergency which would shorten the bidding process.

David stated that another item that needed to be repaired at the plant was the chatter boxes, which is a notification system if the plant shuts down. He said that Mr. Perkins said they had to be replaced. David said that he realized that he was asking for a lot of items but he reminded the board that the plant is 21 years old and parts are obsolete. He also stated because of the clean water act there will be new levels of compliance for the treatment plant to meet in the future.  

He reported that Gene from JCI had come down and worked on the lift station generator and it is working now. He said that they figured out it was the light panel, so Gene ordered the part, but David will be able to install it.

David sated that the final thing Greg Perkins said was that anyone working on the wastewater system must have a wastewater license. He said that when the Board hires someone to replace David Sarratt they need to inform the applicant that it will be a requirement that they attain a “D” license within 6 months of hiring. David said that he believed a high school diploma and attending a 12 day class would qualify for the pre- requisite to take the test for a “D” wastewater license. He said he would be going to a class taught by the Department of Natural Resources personnel next week and while he was there he would ask about the classes and requirements for the “D” license.

The Board agreed to place the advertisement for a public works employee in the Neosho Daily News and the Joplin Globe. They decided to require applications to be turned into the City hall by 4:00PM on September 4, 2012.

Denis Kolb- stated that he would like the Board to turn the city’s IRIS members over to the McDonald County 911 Alert system. Keith said that he had talked with Lisa McCool and she said it would be fine. Tom said he talked with Lisa McCool today and she said she would like to put the idea before her board first.  Denis asked about the city’s water table as he said the drought was forecasted to last until October. David said the water level of the city’s well is being monitored and is OK right now. The Board agreed to table any decision on renewing the IRIS program until they hear back from 911.

Dawn Bunch – no report

Paula Brodie – discussed the need to raise meter deposits for renters and owners. The Board agreed for her to get some information together for them and discuss it during budget workshops.                            

                      – noted the Board received July’s Financial Statements in their packets.

The Board discussed the following old business: David said that he had contacted Blue Valley Siren Company about when they were going to come and update the siren. He said that they were going to combine their trip to Goodman with some other cities close by and were waiting for parts before scheduling an appointment. He also noted that Marshall long had suggested that they install a push button inside the fire station in case the radios go down and the siren needs to be set off manually.

The Mayor stated that he had mentioned at the last meeting that Jill Breshears from the First Community Bank had made an appointment with him to meet with her and her Chairmen of the Board. He said that he was unable to keep that appointment but had agreed at her suggestion to have Paula and one of the Board members meet with them. Paula noted that Bill Hess was the only Board Member that would have been able to attend as the others work so the Mayor asked her to ask Bill to see if he could attend the meeting. Mr. Hess was able to arrange to meet with Jill Breshears, her CEO Dale Cole, and Paula.

Ald. Hess reported what took place during the meeting. He stated that Mr. Cole said that his concern was how to preserve the main street area. Bill stated that Mr. Cole was interested in finding out if the Board would be willing to purchase the old bank building to move the City Hall back to Main Street. He said Mr. Cole’s reasoning was to make the City Hall more visible to people coming into town.  He said people are always coming into the bank asking where the City Hall is. Ald. Hess stated that Mr. Cole had said that they might be willing to sell the building to the city for around $70,000.00 interest free. Mr. Hess stated that he told Mr. Cole that he was concerned about what the people would think about going into debt when the existing City Hall is paid for. He said that he told Mr. Cole that the Board had a lot of things they needed to do like repair the streets and finish the community building. Ald. Hess said that Mr. Cole said that the bank might consider swapping the existing City Hall for the bank building. Mr. Cole stated that if the current City Hall was worth more than their building they might even pay some cash difference which would pay for needed repairs to the bank building.  

There were several comments from those present regarding the cost, what condition the bank is in, how much it will cost to get it in shape to move into and various pros and cons on moving the City Hall. Several of the citizens present liked the idea of moving the City Hall back to Main Street but they were concerned about the cost and feasibility of making the bank building workable as the City Hall.

David stated that he was very concerned about selling the land next to the City’s main well. He said the Board should seriously consider if they want to have another person or business that close to the well. Also it was noted that the land the City Hall is on is zoned residential not commercial.

Ald. Hess stated that Mr. Cole gave him the impression that they would work hard to make a deal. The Mayor stated that he felt that the bank should get a proposal together and then attend a meeting to discuss it with the Board. Ald. Lett asked if the Board could look at the building. It was also suggested that the Board might have their Building inspector look at it to see what all would need to be repaired. Judge Davidson stated he thought it was a good suggestion but recommended the Board finding out how much the bank wants for the building and exactly what they propose. Mayor Richmond stated that he was sure they would be agreeable to allow the Board to inspect the bank. The Board decided to table further discussion until they receive more information from the bank.                                        

The Board discussed the following new business: 

Clyde Davidson stated that a softball tournament was being put together for a fund raiser for Herb Heath. He said he was asked to ask the Board of Aldermen if they would waive the light fee and cleanup fee for the tournament. He assured the Board that the ballpark would be cleaned up after the tournament. He said it was going to be held on August 24th and 25th. Ald. Lett moved to waive the light and cleaning fee for the benefit. Ald. Kohley seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays. Clyde said he would like the police to be aware of the tournament.

Mayor Richmond asked about getting some new signs for directions to City Hall. David said he would check with Barco for new signs and find out how much they would cost.

The Board discussed the bills in the amount of $44,148.04 including transfers. Ald. Lett noted that two of the checks did not match the bills. The Board agreed to void those checks and have them reissued at the next meeting for the correct amount.  Ald. Lett moved to approve the bills in the amount of $44,148.04, including transfers minus the amount of check number 9408 and 9409. Ald. Kohley seconded.  Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.

Ald. Lett moved to adjourn. Ald. Wilson seconded. Ald. Kohley, Hess, Lett and Wilson voted aye with 0 nays.