The Rock Port Board of Aldermen met Wednesday, March 20, 2019, at Rock Port City Hall with Mayor Chris Chamberlain presiding. Board members present were Ron Deatz, Lavon Paukert, Todd Stevens and Tim Taylor. Also present were Superintendent Trevor Hale, Field Supervisor Damien Pritt, Utility Clerk Terri McGuire, Chief of Police Shannon Sherwood, and City Clerk Emily Schulte. Visitors were Nick Andrew, Paula Mullins, Mike Herold, W.C. Farmer, Ewell Lawson, Craig Proctor, Jody VanSickle, Jon Ward, Amber Cook, Paul Zimmerman, Cheri Zimmerman, Mick Lewis, Scott Jones, Scott Driskell, Kory Paris, and Brittany Paris.

The aldermen voted to approve the meeting agenda with the following change: approval of previous meeting minutes should be January 16, 2019, instead of February 20, 2019, as February’s meeting was cancelled.

The January 16, 2019, meeting minutes were approved.

Ewell Lawson with MPUA was in attendance to present a check for $14,812 from the MoPEP Grant Program to Mayor Chamberlain. Lawson talked about their organization, what they’ve been working on.

Several were present to discuss the current condition and future possibilities of 4th Street. Superintendent Hale discussed how all road work is currently distributed among all of the streets. He also stated gravel roads are considered secondary streets. They all do receive rock every year, but several conditions affect its sustainability, including weather. The excessive snow plowing this year along with rapid melt has severely impacted several streets in town.

Kory Paris inquired how the road was going to be maintained since a road grader is no longer owned. Hale informed the visitors that they’re currently using a tractor for maintenance purposes.  The city will work with other entities for larger projects when that time comes.

Mick Lewis spoke on trees that need to be trimmed and tubes that need to be cleaned out. Alderman Stevens acknowledged the road does need significant work, however the project will take a great deal of funds to be rebuilt the correct way.

Andrew noted that he would be interested in a cost-sharing initiative as well, if one were offered. Alderman Taylor stated the additional growth potential on 4th Street would be an asset and agreed work needs to be done for that to take place. Scott Driskell mentioned knowing the road was a lower priority than other streets in town at this time. It’s understandable, but also disappointing. Paula Mullins mentioned just getting some rock at this time would be a good start.

Glider Avenue was also discussed. Lewis stressed that rock is needed as the water has been destructive. He also shared concerns over the snow removal procedures.

W.C. Farmer was in attendance on behalf of the Atchison County Development Corporation. They’re currently asking voters to consider voting yes on the ¼-cent Economic Development Sales Tax renewal on the upcoming ballot.

Craig Proctor and Jody VanSickle were present to separately inquire about rental opportunities for the old city-owned water plant. Proctor discussed his need for an additional building, which the plant would meet. VanSickle is also interested in rental space, but only for the lot outside of the building. Both would be prepared to do upkeep as part of an agreement. Mayor Chamberlain asked that both Proctor and VanSickle come back with proposals with specific details and it will be discussed further at that time.

Paul Zimmerman was present to discuss an arrangement made in 2007 between himself and the city. The meeting minutes reflect an arrangement to sand and salt the driveway of a building he owns which houses government offices. Zimmerman was under the impression this was an ongoing service for each time it snows. Superintendent Hale stated the city is happy to do it, however it operates per request. Discussion was had regarding the agreement made by a previous board and how to continue. Discussion will continue to take place and the board will let Zimmerman know how they plan to proceed.

Zimmerman also discussed the needed maintenance of Liberty Lane. He stated the condition of the road is currently in need of repair and rock. In addition, he attempts to do some of the maintenance himself when the need arises. This is also the reason he was upset to receive a letter from the Superintendent and Chief of Police stating that our ordinances prohibit this type of work to city property. Superintendent Hale stated that several of these letters went out with the attempt to help combat situations where individuals are doing more harm than good.

The lack of ditches issue was also addressed. Hale stated they’re aware of that issue and they work with the county regarding maintenance of that area. Plans were made this past fall to address Liberty Lane and Speedy’s Drive this spring. Additional requested rock was also delivered within recent days, but due to the current wet conditions, it has quickly dissolved into the road.

Jon Ward and Amber Cook inquired about a property they just purchased on Main Street. A shed that came with the property sits right over the property line on city-owned land. The previous owner had verbal permission to place it there as it is movable. Ward and Cook were hoping to have some type of agreement drawn up in order to have it in writing. They would also be interested in a long-term lease agreement or purchasing the land if the city preferred.

Fire Chief Scott Jones was present to discuss the vacant house fire that just took place on Water Street. Though this fire luckily didn’t result in any injuries or damage to other properties, there are several other vacant properties in town that pose a threat. Jones is concerned with this being an ongoing issue in the future. The board shared his concerns and proposed a letter from the Chief be written to the community and put in the paper.

The aldermen voted to approve the city financial statements, accounts payables, tax report, delinquent tax list, and all board and departmental reports.

They also voted to approve the utility financial statements, accounts payables, purchased power and water statements, take or pay water use report, water loss reports, Utility Clerk report and City Superintendent report.

Main Street trash receptacles were discussed. Mayor Chamberlain has spoken with many groups regarding the donation of bins and has received a lot of support.

Snow ordinances were reviewed. Alderman Stevens has noticed several sidewalks that are not being cleared and cars left on the streets. W. C. Farmer also noted the issues with Main Street sidewalks not being tended to. Most owners are doing their part to have their walks cleared in a timely manner, however several property owners do not make arrangements for snow clearance. This has resulted in others removing the snow for them. This topic will be readdressed in October in preparation for next winter.

Several complaints were received regarding the Main Street holiday decorations. There are no longer enough decorations to display on all of the light poles due to the addition of poles installed during the Main Street project. The decorations are notably important to the community and new decorations should be considered, but all agreed this should not be a priority until the remainder of the Main Street streetscaping has been completed.

City Clerk Emily Schulte reported on attending the MoCCFOA conference this past week.

Superintendent Trevor Hale changed the way he is submitting his report which will now include a spreadsheet of the work that’s accomplished every week with color-coding for regular working hours, overtime, and weekends. They have been putting in a lot of hours as they went straight from snow to excessive rain and moisture issues. The gravel streets have been an issue as discussed earlier. They realize there are several issues right now caused by the elements the community has been facing, and they are working towards solutions for them all. With the crew size the city has, this will just take time. Alderman Taylor noted that they are doing all they can, and most can see that. Alderman Deatz wanted to relay that even though they hear a lot of negative, he has also been hearing compliments for the work they’ve been doing.

Superintendent Hale reported that on March 7, as they were working on snow removal, a call was received regarding two residences without water on Speedy’s Drive. The line was cut to reveal no water and permission was received to tap rural water for the residents for the time being. Running new lines would cost an estimated $21,000, so a conversation regarding a transfer of the service might be the best option.

Superintendent Hale addressed the rock sale and delivery service the city has been offering as a public courtesy. The city currently does not have the resources and manpower to meet the demand they have been receiving. Furthermore, the interstate closure has made getting rock even more difficult. As a result, the city would like to temporarily suspend the service.

The aldermen unanimously voted to approve the suspension of rock delivery for private property for the time being.

Superintendent Hale presented photos of recent issues experienced by the I-29 lift station. He relayed that the station is now currently under floodwater up to the panel. The city also received the I & I agreement from Olsson to begin installing flow meters. Participating in this agreement was previously discussed and budgeted for. The aldermen voted to approve Olsson & Associate’s Master Agreement No. 3.

Hale reported ground frost is also causing issues at the park. The parking lot pavement has largely deteriorated. A double chip seal repair would cost an estimated $10,000. To do an entire overlay would be roughly quadruple that amount.

Alderman Ron Deatz inquired about LED streetlights. Superintendent Hale stated it is something they plan to look in to. Alderman Deatz also inquired about lighting by the school on Nebraska Street. Hale let them know there’s not a spot to place a pole. If light is needed in the area, the school would need to have something installed.

Alderman Todd Stevens reported information from the Park Board. At the last meeting, locking of the park gate was discussed. The ordinances might need to be adjusted to set new hours. Since receiving the results from the JEO pool study, a committee will be formed to determine what the top community interests are. It was also suggested for the Park Board to obtain bids for mowing services and another for pool maintenance. The company partnered with for chemicals also offers pool maintenance services, which might be where they will start. Contracting out for these services will provide relief to city staff.

Alderman Stevens mentioned the Park Board also wants to find ways to cut costs by only hiring eight lifeguards this pool season as opposed to 10. If the Park Board does end up contracting out for any services, the city might need to assist with these costs since their budget was not laid out to support these expenses.

Alderman Stevens also questioned if the city’s current on-call service is mandated. If it’s not, they might consider finding ways to move away from current practices due to the strain it has put on employees. There are services available which the city could partner with to take local calls and help determine if they can be postponed until the next working day or need immediate attention. Discussion was had regarding the city’s current services, potential alternatives, and the logistics that would go into making such a change. No changes will be made at this time.

Alderman Stevens suggested also revisiting street organization and prioritization at the April meeting. The parking lot at the park, Rainbow Drive, and Hillside Drive have been heavily impacted this winter. Preparation for water tower work should also be considered since the costs will be around $350,000. It would be beneficial to begin preparing the budget. It might be valuable to reprioritize all city work into categories for infrastructure, water, power, sewer, streets, and miscellaneous.

Alderman Stevens also agreed that maintenance agreements to address troubled streets should be considered. Lastly, he was approached about a possible electric maintenance agreement for the city from another entity. This could be explored further if the city is interested.

Mayor Chris Chamberlain also inquired what others’ thoughts were regarding adding the Pledge of Allegiance to the meeting agenda. Clerk Schulte informed the board that though it is not required, a majority of other cities do incorporate it. There were no objections.

The aldermen voted to add the Pledge of Allegiance to all future Board of Alderman meeting agendas.

The aldermen then voted to adjourn into executive session for personnel matters pursuant to Section 610.021(3) RSMo. The executive session was adjourned the regular session resumed.

Alderman Stevens suggested a review of the employee handbook to ensure consistency throughout. All of the positive things happening are recognized and once the HR study is received concerns will be readdressed.