Draft Minutes of Board of Aldermen Meeting June 15, 2017

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Posted by chopkins | Posted in Board of Aldermen Minutes | Posted on 28-06-2017

MINUTES OF THE BOARD OF ALDERMEN REGULAR SESSION MEETING

FOR THE CITY OF BILLINGS ON JUNE 15, 2017 AT 7:000 P.M.

 

Present were:  Mayor Michael Hodges, Attorney William Petrus, Chief David Taylor, Treasurer Chris M. Hopkins, Building Inspector Terry Danley and City Clerk Ruth M. Haskins.

 

Citizens and guests were:  Ken Hopkins, Dan Crouch, Dale and Lannette Morisset and

Arthur Dalla Rosa.

 

ROLL CALL.

Huffman                    Present

Fender                       Present

Harter                       Present

Brown                       Present

Woods                       Present

Coker                        Absent

 

Mayor asked everyone to stand for the Pledge of Allegiance.

 

PUBLIC PARTICIPATION.

Mr. Dalla Rosa from the Billings Assembly of God Church addressed the Board concerning the perceived feeling of the church that they were being harassed about the cutting of their grass.  They have received two letters regarding mowing.  It was their understanding that as long as they bought a $5.00 hay permit, the grass could grow beyond 12”.  Chief explained if the grass was cut for hay it could grow to 24”, however if it was just bush hogged then it could only be 12” before they would be issued a letter of non-compliance.  Chief explained they were not being harassed.  Mr. Dalla Rosa stated they did not understand that the Ordinance was written in that way.

 

OLD BUSINESS.

  1. Brown stated there are 4 bids in the packet. The Amish, Robb’s, Les Thomas and Crawford’s.   The Amish is $31,000.00 plus 1,500.00 for insulation for a total of $32,500.00.  Robb’s is $32,500.00.  Les Thomas is $41,740.00.  Crawford’s is $45,600.00.   Crawford is under bond, his company did the Sand Filter Building, however Robb’s is $13,000.00 cheaper.  Crawford’s bid does not include the floor but Robb’s does.  Brown stated he did not know anything about the Amish or Les Thomas.  Brown does know about Crawford’s work and the engineers are ok with his work, Robb’s only by reputation.  Brown stated he did not know anything about pole barns, three of the bidders have told him that it would be September or October before they could start, which would put us into the winter.  Haskins informed Brown that Les Thomas was at the meeting.  Thomas stated he has done a lot of work for the City, sidewalks and removal of the tennis courts.  Brown stated Thomas’ bid is 40 X 56 and the others are 40 X 60.  Thomas stated that could be fixed and he could start much sooner than September.   Thomas will submit a bid by July 20th on site plan.  Fender informed Thomas to get a bid for the next meeting on the site prep and will have DeLong correct their measurements on their bid.  Fender made a motion to accept Robb’s bid package subject to next month’s meeting on approval of the ground work seconded by Woods.  Harter stated they were forgetting about the panels the Amish were to put in.  Brown responded that Robb’s wanted $60 per panel and they should be installed in the side of the building and not the roof due to breakage in storms, which would cause a leak.  Voting “Aye” Woods, Fender, Brown and Huffman. Voting “Nay” Harter.  No abstentions.
  2. Mayor stated the sidewalk on Mt. Vernon by the School needs to be bid. Thomas stated he would have a bid on that by the next meeting.  Motion to postpone to the next meeting made by Fender seconded by Huffman.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  3. Crouch addressed the Board, references provided, given good comments. Fender asked about Media-com’s rates was $129.00 per month, A T & T is $60.00 per month, he would recommend AT&T.  Fender asked how soon this could be installed, Crouch responded sooner than the time given before.  Motion to accept MDC’s proposal for U-Verse on the office phone lines and faxes for a cost of $337.99 per month and $60.00 plus taxes to AT&T per month made by Brown seconded by Harter.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  4. Petrus stated last month discussed the BNSF letter, Petrus stated had called them and explained that only meet monthly. Petrus stated the contract reads that at the end of the 25 years they could close the crossing.  Petrus wants to get clarification of that item.  Has permission to put this off until next month.  Motion to postpone to next meeting made by Woods seconded by Huffman.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.  

       

NEW BUSINESS, MEMORIALS, PROCLAMATIONS & ORDINANCES.

  1. Motion to accept Consent Agenda made by Brown seconded by Fender. Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  2. Ms. Olmstead with the Christian County Library could not make the meeting tonight, however she will be here at next month’s meeting.
  3. Motion to move Ms. Brandt’s appearance to the end of the agenda made by Huffman seconded by Fender. Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  4. Mayor would like a motion to pay Hogan’s contract is finished. The amount due is $72,885.90, there is $3,836.00 retainage.  Petrus asked how long will this be held?  City Clerk responded to make sure all lien waivers and paper work completed.  Motion to pay Hogan’s $72,885.90 made by Harter seconded by Huffman.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.                  No abstentions.
  5. Mayor would like a motion to give Ace Pipe Cleaning on the CCTV contract a Notice to Proceed. Motion made to give a Notice to Proceed to Ace Pipe Cleaning made by Huffman seconded by Brown.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  6. Mayor would ask to have approval to purchase twenty tons of sand to be put under the swings at the Park. The price is $28.50 a ton for a total of $570.00.  Motion to purchase the sand for the park made by Brown seconded by Harter.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  7. Woods stated has concerns about water and sewer rates being raised 15% every year, they voted this in 2011, with no sunset. At that time it is obvious that was needed then, since that time it has doubled, which when compared to other small towns in the area is the same.  Woods thinks the Ordinance needs to be amended, because we have no control over the increases.  It needs to be reviewed every year.

We should evaluate yearly.  Huffman asked why it was increased in the first place.

Hopkins stated when she started in 2006 there had been no increases for years.  A rate study by a company would have cost the City $3,000.00, so there was a committee formed from the Board.  They came up with a 5% increase on the water and 10% for the sewer to be implemented for January usage of each year.  There is a chart in your book.  In 2012 we were placed under an EPA mandate to make repairs for water and sewer.  In 2016 a Bond was passed for water and sewer improvements.  In the comparison of the increases for the period from 2018 to 2022

there will be 5.79 on the water and 13.01 on the sewer for a total increase for five years of 18.80.  Hopkins contacted the Bonding company, our rates should be 2% of our median income, which is $34,861.00, that would be $69.72 for water and sewer.  If the increase stay the same in the year 2022 the cost for water and sewer would be

$61.01 a difference of $8.71.  The charges would be under what the Bonding Company says we should be charging to maintain payments for the Bond and upkeep.  The Bond Contract states rate must be sufficient to maintain the debt service of 110% for the Bond payments.  Woods stated needs to be reevaluated yearly.  Woods made a motion that the rates are evaluated yearly by the Board and not increased without their approval before the Budget is done seconded by Harter.

Voting “Aye” Woods, Brown and Harter.  Voting “Nay” None.  Abstentions Fender and Huffman.  Brown stated will be reviewed in October.  Taylor stated it did not pass.  Petrus stated this means the Ordinance needs to be changed.  Petrus stated the old ordinance will have to be repealed before any reevaluating of the rate increases can be done.  Petrus will have the Ordinance for July meeting.

  1. Ms. Brandt has arrived.  Thanked the Board for giving her the opportunity to

address the Board.  They had 8 bids.  They have scheduled another meeting for next week.  Will have a ground breaking ceremony in mid July.  A tentative completion date is January, 2018.

  1. Woods would like to combine the Fair Board and the Park Board. The Park Board has to be citizens of the city.  Fair Board is not interested in the Park Board.  The revenue that comes in is paid out in maintenance and upkeep of the Park.  Hopkins stated 2,388.00 share of lawn mower, 288.00 for Memorial Wall and Flags, 200.00 for Easter egg Hunt, 25.00 vehicle Maint., 47.69 for Maint. in the park,  808.00 for park portion of Audit,  15.73 for fuel,  contact labor 60.00 repair to bathroom,  17.14

      cleaning bathroom, 9.90 unemployment, 1.56 insurance for employee wages 289.10,

      277.00 admin. wages.  Total $4,540.52.  This is a month behind.  Next month is

       $1,197.60.   Mayor asked about the street fund $7,349.72.  Hopkins stated $1,319.00

      for the Hamilton Street project, $2,388.00 for part of the lawn mower, $1,465.00 for

       the street lights,  street pays for all the lights,  $808.00 for portion of Audit,  $145.00

       for the street sign that was asked about.  Mayor asked what is the typical month

       cost.  Hopkins responded $3,217.00 per month.  Woods asked if the Fair Board pays

       anything to the city for expenses.  Hopkins stated they make their own money and

       spends their own money, they do pay the City for a Business License of $25.00. 

       They also contribute $500.00 to the Fireworks Fund every year.  They stand

       on their own.  They also repay for the electricity for the Park at Fair time.                                           

  1. Woods stated the City needs to start sending out a newsletter. Woods stated he was told there was no news, takes too much time and no funds to mail out. Woods stated had lived here two years and have never received a newsletter.  Fender stated she had never seen one of the newsletters.  Fender stated the website needs to be up dated.  Hopkins stated it is updated now.  Motion made by Fender to a do newsletter

monthly seconded by Huffman.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.

  1. Haskins discussed JIS Clerk Training in Jefferson City from July 31st to August 3rd. The lodging is to be paid by OSCA.  The other expense would be mileage and food.  Motion made by Brown seconded by Woods to give permission for Haskins to attend this training.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  2. BILL NO. 17-05  —  An Ordinance of the City of Billings, Missouri to Adopt the Procedure for Disclosing Potential Conflicts of Interest and Substantial Interests for Certain Officials.  Mayor asked for a motion to have the First Reading of Bill No. 17-05.  Motion to have the First Reading of Bill NO. 17-05 by Title Only made by Fender seconded by Huffman.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.  Mayor asked the City Clerk to read Bill NO 17-05 by Title Only.  Haskins read Bill NO. 17-05 by Title.  Motion to First Reading of Bill NO. 17-05 by Title Only made by Woods seconded by Harter.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.  Motion to have the Second Reading of Bill NO 17-05 by Title Only.  Mayor asked the City Clerk to read Bill NO 17-05 by Title Only.  Haskins read Bill NO 17-05 by Title Only.  Motion to accept the Second Reading and for Final Passage thereof, by Title Only made by Fender seconded by Brown.  Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.
  3. Motion made by Fender seconded by Harter to review and approve payment of wages, expenses, bills, statements and other expenditures for the month of May, 2017. Voting “Aye” Woods, Fender, Brown, Harter and Huffman.  Voting “Nay” None.  No abstentions.                                       

 

Mayor asked for a motion to go into Closed Session Pursuant to Section 610.021(3) RSMo at 9:15 p.m.

Motion made by Brown seconded by Fender to go into Closed Session for the Purpose of hiring, firing and disciplining of employees  Pursuant to 610.021(3) RSMo.

ROLL CALL VOTE.

Woods             Aye

Fender            Aye

Brown            Aye

Harter               Aye

Huffman           Aye

 

Meeting Closed to the Public.

 

Reopen Regular Session.

 

No further business.

 

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

 

Time 10:35 p.m.

 

 

                                                                        ___________________________________

                                                                        Michael B. Hodges, Mayor

 

 

 

ATTEST

 

 

 

________________________________

Ruth M. Haskins, City Clerk

     

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