Draft Board of Aldermen Minutes October 19, 2017

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Posted by chopkins | Posted in Board of Aldermen Minutes | Posted on 24-10-2017

MINUTES OF THE REGULAR SESSION OF THE BOARD OF ALDERMEN

OF THE CITY OF BILLINGS, MISSOURI ON

OCTOBER 19, 2017 AT 7:00 P.M.

 

Present were: Mayor Hodges, Attorney William Petrus, Chief David Taylor, Building Inspector Terry Danley, Water & Sewer Maint. Supt. Randy Poindexter, Treasurer Chris M. Hopkins and City Clerk Ruth M. Haskins.

 

Citizens and guests present were: Mike Moore from Billings Fire Department, Tony Taylor from Taylor Insurance and Melissa Venable.

 

ROLL CALL.

Huffman                Present

Fender                     Absent

Brown                       Present

Harter                       Present

Woods                       Present

Coker                       Present

 

Mayor asked everyone to stand for the Pledge of Allegiance,

 

PUBLIC PARTICIPATION. None.

 

OLD BUSINESS.

  • Attorney Petrus presented the Resolution for the Library. Coker stated she wanted a time frame on the Resolution. Fender had stated 5 years. Motion to postpone for a time frame added to it and also to let the Library Board look at it made by Coker seconded by Brown. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Ms. View did not appear. Motion to postpone to next months meeting made by Coker seconded by Huffman. Voting “Aye” Woods, Brown, Coker, Harter and Huffman.   Voting “Nay” None. No abstentions.
  • Hopkins presented the Commercial Insurance quote, Mr. Taylor is present and any question can be directed to him. Mr. Woods has a question, because he does not understand it.   Woods question was on Pollution cleanup, if we have a spill at the treatment plant, what coverage would the City have. Taylor responded $25,000.00 aggregate. Harter asked if this is equal to what other cities have. Taylor responded yes. Motion to approve EMC Insurance made by Brown seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Poindexter updated information on the FEMA building. The school is going to pay the difference to the City. FYI.
  • Huffman stated she was not clear about the project at the Park for the fencing. Motion to postpone to next meeting made by Huffman seconded by Harter. Voting “Aye” Woods, Brown Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Woods contacted an insurance broker to explain the Health Plan. The broker told him before he come to the Board he would need to get information about the employees, Woods brought him to City Hall and left him. Just before Woods left on his trip he called the broker. Woods asked the broker if he got what he needed and the broker responded he had, but the broker stated that he was not going to be able to help Mr. Woods. The broker stated that he had been told that he did not come to the meeting that the City had a broker and therefore he did not need to come to the meeting and would not be able to help the City. Coker asked if he could not provide the insurance. Woods stated the broker was told the City had a broker and there was no need for him to come to the meeting. Woods did not know why, just that the broker made it clear he would not be here.   Coker stated that is very upsetting. Mayor asked who the broker had met with. Haskins responded herself, Chris and David. Who told him he was not needed. David stated that he had called both brokers and told them to be here at the meeting. Coker stated and neither showed up. Coker stated she did not understand the chain of command, if an aldermen asked someone to do something then he is told something else. What should be done about this. Mayor stated whatever you decide to do, do you want to reprimand somebody, you know written or verbal you know. Woods asked if anyone on the Board knew who our broker is. Hopkins stated yes. Woods asked Hopkins if she was on the Board. Woods asked again if anyone on the Board knows who the broker is have they ever met with the Board and explained the options to us. Coker stated it is up to the Board as to what goes on and clearly that is not being met, it is being met by office ladies, not to be rude, but someone said something. Chief Taylor stated that the broker that came here with Mr. Woods asked if the City was dissatisfied with the current broker and he was told no there was no problem with the broker.  The broker that was here stated if the City was not dissatisfied with the current broker then there was no need for him to come to a meeting and step on anyone toes and the current broker said the same thing. If the City wanted quotes it needs to be put out for bids and the City has done that in the past. The City Treasurer was named the Administrator for the Health Insurance and the broker would come in and present the options and the Board Members have been invited, but none of them ever came to the meetings. They usually have 5 to 7 different options, with the prices, but in the past they have bids. These Insurance CompaniesHarter stated instead of putting out for bid need to just stay with the same broker.

 

    1. Mayor stated the employees are not paying anything at this point. Coker stated she did not know have that compares. Danley stated he has 7 employees and he pays $45,000.00 per year. Taylor stated what Chris needs to do is get a time and date for a presentation invite the Board members to come to the presentation. Coker asked if they would be here Monday. Hopkins stated no they will just have the quotes ready Monday. Coker stated if the Board is unhappy with the Insurance need to get bids. Woods stated he did not want other bids, just need to review, how the health insurance is allocated. Woods does not think the City should pay 100%. Coker stated all of that will be reviewed in January for staff. Coker stated be sure to put on the Agenda.
    2. give all the brokers the same prices. What it breaks down to is a matter of service, if you do not like the service of your broker then you get another one. Harter asked you are still buying insurance from the same company and paying the broker. Taylor stated we do not pay the broker anything they are paid by the insurance companies. Coker asked how long the City has had the same broker and has he been good. Hopkins stated the broker has serviced the City since 2001 and has been very good. Coker asked if there were any issues with the coverage. Hopkins stated no if there are any questions they handle for us and have had no problems. Hopkins stated they will have the quotes on Monday. Coker asked if everyone was happy with what was being paid. Mayor stated the only employee here that is on insurance is Randy. Hopkins stated on optional dental and vision the employee pays 50% and the City pays 50%. On the other Health Insurance the City pays it all.
  • Coker to discuss employee evaluations. Haskins stated they found a new form, Chris found this on the Internet. Coker stated this looks much better. Coker thinks will be more detailed. Any policy, Mayor needs to be in on the evaluations. Mayor stated if you want him to be there. Motion to accept the new employee evaluation sheet and have the Mayor attend the evaluation made by Coker seconded by Harter. Voting “Aye” None. Voting “Nay” All.   No abstentions. Motion made by Brown seconded by Harter for quarterly and Mayor will be in sessions and bring into Closed Session. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.

 

NEW BUSINESS, MEMORIALS, PROCLAIMATIONS, AND ORDINANCES.

  • Consent Agenda. Motion to approve made Coker seconded by Harter. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Mike Moore with the Billings Fire Department discussed the Christmas Parade for this year will be on December 9, 2017 at 2:00 p.m. They are trying to get more bands and the Shriners for this year. Moore is requesting permission to close the parade route and to hold the Parade on the second Saturday of December. Moore stated the theme of the Parade will be a Cowboy Christmas. Motion to approve made by Huffman seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Poindexter stated it has years since the tap fees for connection to our water and sewer lines have been changed and all the materials have had increases. The quote for just the materials is $739.44 and we are only charging $750.00. There would also be backhoe time plus labor for installation of the meter pit and meter. Then on the sewer side are a little closer on it but just the material come to $825.00. If the Board would approve the water tap charge to $1,100.00 and the sewer tap to $1,000.00 and approve a new ordinance for the changes. Brown asked if Poindexter knew what other towns charged and Poindexter stated he did not know. Danley spoke up and stated Clever charges $3,000.00, Highlandville is $2,400.00 and Springfield is $4,100.00. Harter asked how many on average does the City do per year. Poindexter stated not very many unless the subdivision starts again. Discussion on prices to be set price, not cost plus. Attorney stated will have to do an Ordinance to charge fees. Poindexter stated all new hookups need to have tracer wire to make sure they can be marked for digging. Motion to postpone to next meeting made by Huffman seconded by Harter. Voting “Aye” Woods, Brown, Harter and Huffman.

 

    1. Voting “Nay” None. No abstentions. Coker had stepped out of the building, no vote.
  • Poindexter stated he received a call from Mr. Verch at 10:00 p.m., Poindexter went to Mr. Verchs house and turned the grinder pump off to get the alarm to shut off. The next morning Poindexter went back to the Verch house and could not see what the problem was, therefore he called Farr Better Plumbing and they came out and pulled the pump out. Poindexter took a picture which showed a lot of gauze and other material. Poindexter told him not to be putting stuff that like down the stool. Will the homeowner need to pay the bill? Motion to postpone to next month made by Harter seconded by Huffman. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Brown discussed the carport at the treatment plant, not only is the generator under it but also a tractor and lawn mower. On the building, ground has been broken but that is all. Brown asked if he only had 90 days to finish.
  • Brown stated need to buy some tools and make an inventory of all that you purchase. Motion made to allow Water & Sewer to purchase $1,000.00 of tools and make a shadow board made by Brown seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Danley stated had 2 companies that came into town and did not get a Contractor License. Danley would like permission to write report for a complaint to be sent to the PA.   Motion to give permission for Danley to report and file a complaint against violators made by Brown seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Mayor discussed having a survey of the donated land on West Street to establish the lot lines. Attorney stated a fence is going up. Venable objected. Coker stated she did not see the need for the fence. FYI.
  • Mayor discussed Applegate Masonry, LLC bid of $45,000.00 to accept the bid and authorize the Mayor to sign. Motion to accept, color overcast and authorize the Mayor to sign the contract made by Coker seconded by Huffman. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Mayor discussed the bids for the fencing and the lights for the well houses. Anchor Fencing and All- Phase Electric have turned in bids. Motion to accept the bids made by Harter seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.
  • Hopkins discussed amending the 10 Budget Amendment next month. Motion to do the amendment for next month made by Huffman seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None.               No abstentions,
  • Chief stated they have a lot of children, who are playing in the street, on John Street. Motion to have an Ordinance for a 20 MPH speed Limit on John Street made by Huffman seconded by Coker. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions    
  • Motion to review and approve payment of wages, expenses, bills, statements and other expenditures for the month of September, 2017 made by Coker seconded by Harter. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.

 

Mayor asked for a Motion to go into Closed.

 

Motion made by Coker that the Board go into Closed Session for the Purpose of hiring, firing and disciplining of employee Pursuant to 6+10.21(3) RSMo seconded by Brown.

 

Meeting Closed to the Public.

 

Reopen Regular Session.

 

No further business.

 

Motion to adjourn made by Coker seconded by Harter. Voting “Aye” Woods, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.      

  

                                                                     

                                                                        ____________________________________

                                                                        Michael B. Hodges, Mayor

 

ATTEST

 

__________________________________

Ruth M. Haskins, City Clerk

Draft Minutes Special Board Meeting Thursday, October 12, 2017

0

Posted by chopkins | Posted in Board of Aldermen Minutes | Posted on 20-10-2017

MINUTES OF THE SPECIAL CALLED MEETING OF THE BOARD OF

ALDERMEN FOR THE CITY OF BILLINGS, MISSOURI ON

OCTOBER 12, 2017 AT 7:00 P.M.

Present were: Mayor Michael Hodges, Chief David Taylor, Treasurer Chris M. Hopkins and City Clerk Ruth M. Haskins.

 

No citizens or guests.

 

ROLL CALL.

Fender             Present                                                               

Huffman         Present

Brown             Present

Harter             Present

Coker               Present

Woods              Absent

 

Mayor asked everyone to stand for the Pledge of Allegiance.

 

PUBLIC PARTICIPATION.

Fender asked if anyone got a letter in their mailbox. Everyone except Harter responded yes. Harter inquired about the contents of the letter. Fender responded it was about our water. Harter asked if it was from Jed.  Fender responded yes it was attached to the mailbox with a rubber band.

Coker discussed how the questions were being answered to the water customer. Coker stated that City Hall employees should only be telling them that our water is in compliance with DNR and if they have any questions the customer should contact DNR.

 

NEW BUSINESS.

  • Fender found of couple of errors on General Fund. Line 591 is $1,200.00; line 2918 needs to be removed and put in line 1999; page 3 Codification $200.00, some are only $100.00, why different all department need to be back at $200.00; City Hall gas General, Police, Municipal and Water are all across the board, how does four departments pay for all the gas. Hopkins responded it is the bill divided by 4. Fender stated shouldn’t all the departments be equal. General did 900, Police did 600, Municipal did 600 and Public Works is 800. Fender asked if that was enough.  Harter stated the increase for aldermen would not affect the current Board.  Harter asked if the microphones worked. Answer was yes if you talk into them. Brown asked if Randy and Keith are put at the first of the agenda so they can leave early. Mayor stated yes. Brown also asked about putting up a real flag pole for City Hall. Mayor asked about 1910 and 1821 telephones. Fender says one is for computers or other electronic equipment as needed.  Harter asked about a budget item for the siren. Hopkins stated when Henry brings in a bill, it is paid. Harter stated his Budget is pretty self-explanatory. Fender asked if the officers last year received coats. Chief stated that comes out of the $400.00 allowance.   Brown asked about 2601, Chief responded this is for mobile computers. Harter asked if a bailiff was necessary in Court. Chief responded yes. Haskins responded if the dog is there for a long time he will let the people take them just to get them placed in a home. Harter stated Wal-Mart will donate dog food if you ask. Harter asked if FEMA had already paid all the fees. Harter asked if the Church was the only one that bought a hay permit. Hopkins respond there are two.  Huffman stated she tried to stay with the figures for last year. Coker asked when the park would be winterized. Haskins stated would be some time next week. Coker asked about when Empire will be there to shut off the utilities. Hopkins responded tomorrow. Coker asked if they could wait until Monday because she has to work. Hopkins responded it will be turned off Monday. Huffman stated she would like to call Ms. Brandt about the girls softball field, because the field belongs to the city. Huffman stated she is an advocate for the City not the School. Huffman would like to have some agreement so the school would help with the expenses. Huffman stated she would like to have some revenue coming in to help with the expenses. Fender stated if they have tournaments’ the teams pay a fee to the City, would have to advertise.   Harter asked who owned the baseball field and answer was the school. Brown asked if there were any questions about Water and Sewer. Fender asked about the building, Brown stated the dirt work has been started. Carport is quite roomy. Brown stated the 1451 on tools, will need to have an inventory. Coker asked if anything is missing. Brown stated just need to keep track of tools. Brown stated Hopkins told him a lot of the tools were their own personal tools. Harter asked about the change out program for water meters. If they only change 2 meters a month it will take 18 years to change all the meters. Hopkins stated that is paid out the interest only from the meter deposit checkbook. Hopkins stated there is a plan to change to electronic meters. Haskins stated when a new meter is installed it will usually be more accurate and will register higher readings, some of the old meter are slower and they don’t show all the usage. Brown wants to leave the $10,000.00 in a separate restricted account. Brown wants to vote on that next month. Harter asked what a primacy fee was. Hopkins explained that is the .27 changed on every months water bill that goes to DNR. Brown stated he would write something in November for the news letter. Hopkins discussed the Bond Accounts and Capital Improvements Account.     Coker stated the Library Budget is set.  No further business.  Motion to adjourn made by Fender seconded by Coker. Voting “Aye” Fender, Brown, Coker, Harter and Huffman. Voting “Nay” None. No abstentions.   

 

  • Mayor stated Randy and Keith got the edging installed at the park.

 

  • The fences will have to come out of reserve.  

 

  • Coker stated just put pens, however will use what we have. Harter asked what the fee was if dog picked. Haskins stated $20.00 pick-up fee and release fee $20.00 and daily charge of $5.00 per day. Mayor asked how much is the charge for adoption.

 

  • Fender asked if it was still worth having Court since they do not have to pay the fines, if they say they have no money. Fender wanted to know if had to hold Court every month. Chief answered was yes. Coker asked if a payment plan was available.   
  • Fender talked about buying new chairs, Coker stated the chairs were replaced two years ago. Harter lowers his chair.

 

  • Coker wanted to talk about the overtime paid for the meetings. Coker asked if that could be built into just regular time, by having the employees take time off in the week of the meetings. Coker stated $3,000.00 is a lot of money. Mayor stated he had tried to get time off to Randy and Keith to keep from paying overtime by cutting hours for the week, by giving 38 hrs. a week.

 

  • Harter asked about the telephone. Haskins stated waiting on Media-Com.

 

  • Fender asked about the bottled water for General, Municipal and Public Works, each pays 86.00. Why is it just the three departments paying for water. Hopkins responded only those three departments use the water. Fender stated cleaning of City Hall is paid for by Street and Park Funds. Hopkins stated that is what she was directed to do. Fender has one more question, on the last page, General is showing a negative $22,000.00 that is not correct. Hopkins responded she saw that was incorrect and will be fixed. Fender also stated since the Board was having more meetings, she is proposing a $5.00 per meeting increase for the Aldermen. Fender stated the Board does not have to do this, however she did put extra money in the Budget.

 

                                                            _________________________________________

                                                            Michael B. Hodges, Mayor

ATTEST

 

 

___________________________________

Ruth M. Haskins, City Clerk

 

 

 

 

 

 

 

 

 

 

 

Board of Aldermen Meeting Thursday, October 19, 2017

0

Posted by chopkins | Posted in Agenda | Posted on 18-10-2017

   

                                     City Of Billings  

                  P.O. Box 207   Billings, MO 65610

Phone 417-744-2581                                         Fax 417-744-4560

 

AGENDA FOR THE REGULAR SESSION OF THE BILLINGS BOARD

OF ALDERMEN MEETING ON OCTOBER 19, 2017 at 7:00 P.M. IN

THE BILLINGS CITY HALL

ROLL CALL

Mayor Hodges to open the meeting with the Pledge of Allegiance.

PUBLIC PARTICIPATION.

OLD BUSINESS.

a.    Attorney to present the Resolution for the Library. Board to authorize the Mayor to sign. Possible Vote.

b.    Julia View, property at 228 & 258 Terrill Creek Road, will request permission to hook onto the City Sewer. This property is not presently in the city limits. The property is connected to city water, however she requests another water meter for the trailer. Possible Vote.

c.    Hopkins presented Taylor’s Commercial Insurance quote for the year 2018. Possible Vote.

d.   Poindexter to discuss water taps and sewer connection for the FEMA building. Discuss the school possibly paying some of the costs.  Possible Vote.

e.   Fender/Huffman to discuss quotes for the fencing at the girls’ softball field. Postponed from September meeting. Possible Vote.

f.   Woods to discuss another broker for Health Insurance. Wally Shrock to meet with Board to discuss employee Health Insurance.  Possible Vote.

g.   Coker to discuss employee evaluations. Possible Vote.

 

 

NEW BUSINESS, MEMORIALS, PROCLAMATIONS AND ORDINANCES.

a.   Consent Agenda. Vote.

 

       Review and approve the Minutes of the Regular Session of September 21, 2017 of the Billings Board of Aldermen

       Meeting.

      Review and approve the Treasurer’s Report.

     Review and approve the Police Report.

     Review and approve the Municipal Court Report.

     Review and approve the Animal Control Report.

     Review and approve the Wastewater Maintenance Report.

     Review and approve the Water Report.

     Review and approve the Building Inspector’s Report.

b.   Mike Moore to discuss Christmas Parade on December 12th at 2:00 p.m. Possible Vote.

c.   Poindexter to discuss changing water and sewer hookup fees. Possible Vote.

d.   Poindexter to discuss grinder pump at Verchs’ plugged. Had to call Far Better Plumbing. Discussion. Possible Vote.

e.   Brown to discuss update on Carport and Storage Building.

f.    Brown to request an inventory of tools and supplies at the treatment plant and elsewhere.  Possible Vote.

g.   Terry Danley to discuss Code Enforcement Officer to be allowed to write tickets for Noncompliance.  Possible Vote.

h.   Mayor to discuss having a survey on the West Street property, Austin Survey Co. from Mt. Vernon has been

 

       contacted. As of this date have not received a quote. FYI

i.    Mayor to discuss Applegate Masonry, LLC bid of $45,000.00 for the repair of the walls on City Hall. Board to authorize Mayor to sign contract. Pick color. Possible Vote.

j.    Mayor to discuss bid for fencing and lights for well #2 and well #3. Bids in packet from Anchor Fence as follows:         Well #2 $3,860.00 and Well #3 $3,540.00. Bids from All-Phase Electric as follows: Well #2 $358.44 and Well #3 $358.44.       Both bids are below the Engineers estimate. Possible Vote.

k.    Hopkins to discuss the 10 Month Budget Amendment for 2017. Possible Vote.

l.     Chief Taylor to discuss establishing and posting a 20 MPH speed limit on John St. Possible Vote.

m.   Review and approve payment of wages, expenses, bills, statements and other expenditures for the month of September, 2017. Possible Vote.

 

 

Mayor will ask for a Motion to go into Closed Session Pursuant to RSMo Section 610.021(3), hiring, firing, disciplining employees.

 

Close the meeting to the Public.

 

Reopen the Regular Session.

 

No further business.

 

Adjournment.

 

The Undersigned, Hereby Certifies That a True Copy of the Foregoing Agenda was posted at City Hall,

Billings, Missouri on this the 17th day October, 2017 at 3:30 p.m.

 

 

 

___________________________________

Ruth M. Haskins, City Clerk