The Rock Port Board of Aldermen met Wednesday, September 16, 2020 at 6:00 p.m. with Mayor Chris Chamberlain presiding. Board members present were Ron Deatz, Lisa Farmer, and Lavon Paukert. Alderman Todd Stevens was absent. Also present were Superintendent Trevor Hale, Utility Clerk Terri McGuire, and City Clerk Emily Schulte. Visitors were: Jeff Arp, MIRMA Loss Control Specialist; Jennifer Sardigal, MoDOT Area Engineer (via Zoom); and Mike Milius, Reid Catt, and Michelle King of Olsson.
Mayor Chris Chamberlain called the meeting to order then led the meeting in reciting the Pledge of Allegiance.
The aldermen voted to add a Zoom call with Jennifer Sardigal of MoDOT and approve the meeting agenda.
The aldermen voted unanimously to adjourn into executive session for real estate matters pursuant to Section 610.021(2) RSMo. They then voted to adjourn the executive session and resume regular session.
The minutes of the August 19, 2020, meeting were approved.
Arp gave a brief summary between Rock Port and the self-insurance pool, MIRMA, since the city joined in 2003. The grant committee met last week and Rock Port was awarded the following for their grant application submissions: surveillance system (RPPD), $2,803.20; dash/body camera combo (RPPD), $3,540.00; sewer camera (utility): $6,000.00.
The special event permit submitted by Reed Martin for setting off fireworks at this season’s home football games was discussed. The aldermen approved the special event permit application – fireworks from Reed Martin to shoot off fireworks at home football games and pep rallies.
A Zoom call was placed with Jennifer Sardigal, MoDOT Area Engineer, to discuss Skyline Drive. Sardigal claimed MoDOT only became aware of their ownership of a parcel of Skyline Drive a few years ago when the city called to make them aware of maintenance and repair work needing to be done on the road. As it is not typical for MoDOT to own this type of road, they would be interested in either closing or gifting the portion to the city.
MoDOT is aware of the multiple issues associated with the road including the proximity of its intersection residing too closely to another, the integrity of the retaining wall, slope grade, guardrail state, etc. Sardigal acknowledged MoDOT hasn’t been doing anything with snow removal either, as their dump trucks wouldn’t fit down the road, and it is of their opinion that it functions more as a city street than a MoDOT highway.
Different options were discussed which included maintenance agreements, relinquishment, and cost share programs. A maintenance agreement could mean MoDOT maintaining ownership while the city provided the necessary maintenance work. It was requested that a sample agreement be sent for review, along with a map as previously requested. Relinquishment could entail MoDOT providing some improvements prior to releasing ownership, however this could prove a lengthy process. It was mentioned also applying for a cost sharing grant, however this would mean the city will be responsible for a minimum of $100,000 for the project, which will be due up front. This option would require Rock Port’s application also having to first be selected by their committee.
Following the call, more discussion was held. It was the consensus that the project being chosen for a 50/50 grant seemed slim and the $100,000 minimum the city would have to contribute up front seemed unattainable at this time. With a maintenance agreement, the city would want to consult with their attorney and MIRMA once provided with a draft. It was wondered if the agreement wouldn’t just transfer the road’s liability from MoDOT to the city. Once sample agreements are received, the board will discuss our next step.
Milius discussed the results of the water tower re-coating bids. The bids included painting the exterior of the tower with the additional option for the interior. Several of the bids came in under budget. Olsson’s recommendation would be to hire Hogan’s, Inc. and take the alternate bid to paint both the exterior as well as the interior.
The interior was last painted in 2007 and has spots in the beginning stages of failing. The contractor warranty is for the first year after completion, however it’s estimated to have a life expectancy of 15-20 years.
The aldermen voted unanimously to approve the water tower re-coating bid from Hogan’s, Inc. as recommended by Olssen for $241,062.00 for Bid Section 1 and Alternate A.
Milius then presented two contract administration approaches for the board’s consideration: a part-time and a full-time. The part-time approach would entail around 200 hours of oversight and cost around $25,000 while full-time would entail 700 hours for $98,000. This service ensures experts are present during key stages of the project to oversee that work is being performed to industry standards.
Superintendent Hale was asked if this type of service was necessary. He reminded everyone of a past project when the city didn’t utilize a similar service, and the work inevitably had to be rebid during the project, resulting in going well over both the time frame and the budget. It should be thought of as an insurance policy. When asked his recommendation, Hale stated a part-time approach should suffice.
Smoke Testing Results
While the official report won’t be complete until the next meeting, it could be conveyed that around 60 defects were found during the smoke testing process, some fairly significant. Around half were private facilities and half public. Following the presentation of the report, the board will have decisions to make regarding how to continue with rectifying these defects.
The city financial statements, accounts payables, tax report, delinquent tax list, and all board and departmental reports were approved.
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 were also approved.
The following reports were given:
Mayor Chamberlain provided a few updates in Chief Sherwood’s absence. Officer Seiter will be finished with training and will begin going out on his own at the end of the month. Chamberlain also thanked the board for allowing Chief Sherwood to go to Louisiana with the Fraternal Order of Police for hurricane relief efforts. The assistance of the reserve officers was also appreciated.
City Clerk Schulte
Financial issues with the park accounts are still being worked out. A couple inquiries have arisen lately which require action from the City Traffic Engineer, which isn’t a role currently designated to any city staff or official. Mayor Chamberlain asked to table that discussion until all department heads and board members are present. The Tourism Board’s logo competition is currently under way and submissions are slowly being received. It was inquired if the logo could be put on the water tower during the upcoming re-coating project. Hale relayed that it is likely too late in the process to do so, as it was not in the bid spec.
H.K. Scholz is hopeful to have the last phase of the light plant switch gear project completed by the end of the year. A new paint striper has been ordered, per the mayor’s approval. Progress is taking place with the concrete streets. Calhoun Street is complete, the Hillside Drive tear-out is under way and is scheduled to be poured next week, MCON is currently repairing the water line under Cass Street and then will continue with fire hydrant replacements.
Utility Clerk McGuire
When the city was discussing a refinancing, McGuire had proposed the pay-off of a couple loans which would not be included within the refinance. Now that the refinance is complete, McGuire presented an action agenda item asking to follow through with that original proposal. The aldermen voted to approve paying the remaining balance of Series 2008 Substation Lease and the Utility Portion of Series 2007 Street Lease.
Farmer had a discussion with Chief Sherwood regarding the amount of trash behind the residence neighboring the Memorial Building. Sherwood informed Farmer they had written the owners a couple of letters. There was then discussion amongst the board as to what the next step would be to get the property cleaned up. It was inquired if citations could be written.
Chamberlain stated that the city would need to start reviewing ordinances that might need revisions. Some of the topics would be ordinances involving pets, speed limits, and golf carts. The city needs to be proactive and not reactive.
The city might need to look into having no parking signs installed on Kansas and Nebraska Street during school hours. It was asked if the plaques for the Main Street trash bins (partially paid for with donations) were ready yet. Hale informed Chamberlain that the list is now complete and the plaques will be ordered soon.
The aldermen voted to adjourn into executive session for personnel matters pursuant to Section 610.021(3) RSMo. The executive session was adjourned and regular session resumed.
A work session will be tentatively scheduled for September 23 at 6:00 p.m.
The meeting was then adjourned.