The City of Rock Port Board of Aldermen met Wednesday, February 16, 2022, at 6:00 p.m. at Rock Port City Hall with Mayor Amy Thomas presiding. Board members present were Ron Deatz, Lisa Farmer, and Kelly Herron. Todd Stevens was absent. Also present were Street Superintendent Brentlee Thomas, Utility Office Manager Terri McGuire, Chief of Police Shannon Sherwood, and City Clerk Emily Schulte. Visitors in attendance were Jennifer Jarvis with MoDOT, Rock Port Fire Chief Scott Jones, and Rock Port citizens Raechel Schoonover, Jody VanSickle, and Scott Driskell.
Mayor Amy Thomas called the meeting to order.
The board voted to approve the amended meeting agenda, as well as the January 19, 2022, meeting minutes.
Superintendent Thomas relayed that Sonia Hale’s water shut-off issues have likely been remedied.
Jennifer Jarvis was present on behalf of MoDOT to discuss Skyline Drive. Their recommendation is that Skyline should remain closed, regardless of which party owns it. It doesn’t meet current design standards and likely never will. The city could potentially take over ownership and reopen the road considering the current design could be grandfathered in. However, Mayor Thomas relayed that Jeff Arp with MIRMA stated they follow MoDOT design standards, thus they would not represent the city on any claims involving the road. Jarvis stated the city could agree to a new guardrail, and the blocks if still desired, with ownership staying with them or being turned over to the city. A work order put in for the guard rail now could potentially result in the replacement being completed in around a month. MoDOT could additionally offer the installation of a small turnaround at the top of the road; however, this would require the road be torn out. This option would remove the possibility of the road ever being reopened and the city would be responsible for maintaining the turnaround asphalt, though MoDOT would retain ownership. The deeding of the property to a citizen who does not own an adjoining property was also discussed. Jarvis will inquire with MoDOT if that would be an option. It was asked if the road tear out and turnaround option with the guardrail replacement was the city’s decision, would MoDOT pay for the project in full. Jarvis thought they would, but she will verify. Jarvis’ last day of employment with MoDOT is the 25th, then someone new will be assigned to the project. The aldermen unanimously voted to approve MoDOT retaining ownership of their section of Skyline Drive, the guardrail being replaced, and the addition of a small turnaround be installed, which the city would maintain, contingent on the city first viewing and approving the project specs. Jarvis stated that if the city had no future plans of reopening the road, they would like to tear out the old concrete to rebuild the slope. The board plans to host a special meeting next week to discuss options.
Fire Chief Scott Jones presented the 2021 fire department annual report and asked if there were any questions. A brief discussion took place regarding the department’s equipment and the limited space available in the existing fire house.
Raechel Schoonover is hoping to get an additional liquor license for the bowling alley. The state has informed her they see no issues and would likely grant one. She inquired if the board would foresee any issues on behalf of the city, prior to her purchasing the state license. No concerns were voiced.
Jody VanSickle has experienced thefts at his tow lot on the property leased to him by the city. He would like to know if the city would consider leasing him a part or the whole water plant for storage of some of his items he would like to secure. He could also utilize the small shed near the property, but he pointed out the city would need to fix the hole in one of the walls first. Schulte told the board that the water plant would first need to be cleaned out by city staff prior to any leasing being done. She also informed new-er board members that city property leases are historically at the rate of $1 per year, and to keep in mind the amount of city resources needed prior to the property being ready could be high. When the leasing of the water plant was previously discussed, the city was potentially going to run into issues as the building resides partially on property not owned by the city. The attorney would have to be brought in to determine the legalities. Thomas would also like to check with DNR. Though the wells are capped, the city wants to be sure there are not any restrictions they are not aware of. The lease request was tabled.
The city financial statements, accounts payable, tax report, delinquent tax list, the city clerk’s report, police chief’s report, and all board reports were approved.
The board voted to approve the utility financial statements, accounts payable, purchased power and water statements, take or pay water use report, water loss reports, utility office manager’s report, and the city superintendent’s report.
The list of city sewer customers on rural water which was requested at the January meeting was presented. No further comment or action was taken.
The aldermen voted unanimously to issue Commerce Bank credit cards to Superintendent Brentlee Thomas and Park Board member Sheena Roup. They also approved updates to the bank account signature cards. The following are approved on city bank accounts: Amy Thomas, Todd Stevens, Brenda Clemens, Terri McGuire, Emily Schulte, Shannon Sherwood, and Brentlee Thomas. Trevor Hale’s name was removed.
The following are approved on Park Board bank accounts: Tisha Jackson, Jill Lager, Jennifer Geib, Amy Thomas, Todd Stevens, Brenda Clemens, Terri McGuire, Emily Schulte, and Brentlee Thomas. Trevor Hale’s and Katey Kroeger’s names were removed.
Action Agenda Item 22-01 for the vacation leave policy was presented. Eight vacation payouts have occurred within the past year, totaling $6,551.40. Policy revisions were submitted to change the current verbiage to eliminate payouts which should encourage employees to utilize their time. Chief Sherwood stated this policy change would be illegal and the equivalent of stealing accrual from employees. He learned about the topic at a conference and has the information in his office. It was requested that Chief Sherwood forward this information to the board and department heads. Thomas noted having no issues with the policy changes as the outside plant is strict regarding vacation accrual and no payouts will be approved. Mayor Thomas will reach out to City Attorney Bauman and HR-1 for clarification. Action Agenda Item 22-01 was tabled.
McGuire presented Action Agenda Item 22-02 for the city’s on-call policies. On-call for the outside plant is currently suspended; however, the policy contains verbiage that should be altered in the event the suspension is lifted. The verbiage for the police department’s on-call should also be altered, as it is vague. The policy could be interpreted currently as an officer working one day a week could receive the full week’s on-call compensation. The vague wording has caused several instances in which payroll is held up for clarification per receiving inconsistent responses from the department. It was recommended the board remove police department on-call and have the officers’ salaries reflect the additional compensation to alleviate ongoing confusion. Farmer voiced her opinion of the on-call in addition to the salaries being unnecessary. Sherwood stated the board shouldn’t take any compensation from the officers’ take-home. Mayor Thomas will contact Attorney Bauman and HR-1. McGuire requested that until the board makes a decision, the police department fill out the timesheets she created to alleviate some of the confusion for payroll. Sherwood agreed to have his department complete the timesheets. Action Agenda Item 22-02 was tabled.
Schulte presented Action Agenda Item 22-03 referencing the police department’s policy manual. The manual contains policies not currently being followed by the department nor the board of aldermen. It was stated in October the policies not being adhered to would be removed or changed. No revisions have since been submitted nor discussed. Schulte’s recommendation was to repeal the current policy book until a new manual could be submitted for review or reopen the 2021 inquiry, as having the two as they currently are is contradictory. No issues were seen with revoking the policy book until a revision could be submitted. Schulte did want to remind everyone that a department book is required by MIRMA and it would be in the department’s best interest to have a replacement submitted for review and approval soon. Deatz moved to repeal the current Rock Port Police Department’s current policy manual. No second was made. The motion failed. Mayor Thomas expressed concerns having no police department policy manual in place, even if it is for a short period. Sherwood mentioned having a sample MIRMA police department policy book they could implement in its place. Deatz moved to repeal the current Rock Port Police Department’s current policy manual and replace it with the sample policy book from MIRMA. Schulte questioned the replacement policy book. No second was made. The motion failed. Schulte inquired if the board was considering implementing a policy book that Chief Sherwood did not submit for review, nor had anyone present even read. Sherwood stated that if the inquiry against him were reopened he would contact an attorney. Schulte reminded the room that they were still in open session. Several side group discussions commenced. Mayor Thomas recommended keeping the current policy book in place and discuss the topic further in executive session. Herron moved to approve the mayor’s recommendation. Farmer seconded. All voted aye. Action Agenda Item 22-03 was tabled.
The aldermen voted unanimously to name the positions of city superintendent to the vacancy of director and the mayor as the alternate to the Missouri Joint Municipal Electric Utility Commission.
Schulte informed the board she would be away at a conference for the regularly scheduled March meeting and asked if the board would like to proceed without her or move the meeting date. Next month’s meeting was changed to March 23.
Attorney Bauman is reaching out to the attorney for Atchison-Holt Electric Cooperative regarding the latest emails concerning a mutual aid agreement. The AHEC mutual aid agreement was tabled.
Schulte referenced an email she sent the board asking if the city would like to have a representative present at the March 23 ACDC meeting. Mayor Thomas and Farmer volunteered to attend and speak on the city’s behalf.
The city received 99% on its annual MIRMA evaluation. A lot of work goes in from all city employees to attain high scores, which in turn assists when the annual premium to MIRMA is set.
Utility Office Manager McGuire wanted to reference a recent email stating staff should work better towards coordinating work with customers, including items requested after hours and on weekends. McGuire reminded the board that policies and procedures are put in place for a reason. If the board changes a standard operating procedure for one customer, it sends a message to both customers and staff alike. Questions were raised such as: What about the other customers who requested work orders on a Saturday and were declined? What about office staff trying to follow a procedure on behalf of the board? Office staff will follow whatever the board directive is given for future reference, but just asks for consistency. Experience has shown when procedure is adhered to, even when it becomes uncomfortable, it works out for the better.
Superintendent Thomas reported an old light pole was found and utilized to replace the pole brought down on Main Street during a recent windstorm. The lift station replacement pumps have been ordered. The motor for the boat utilized on the lagoons needs replaced, but staff will work towards rebuilding it as a temporary solution. Thomas is planning to meet with Park Board representatives regarding items that the park and city could assist each other with. Replacement of windows and an airbag are being scheduled for the dump truck. Staff is working to cut trees when time allows.
Alderman Kelley Herron inquired if issues relating to the Stoners’ electrical have been resolved. Superintendent Thomas stated they are in discussions regarding the proposed resolution.
Alderman Ron Deatz suggested for the next few months that staff hiring be taken to the board first, as the board needs to be cognizant of decisions that could affect the city budgets. The aldermen voted unanimously to have any staff hiring for the remainder for 2022 be approved first through the Board of Aldermen.
The meeting moved to executive session at 8:28 p.m. for personnel matters pursuant to Section 610.021(3) RSMo. The meeting resumed its regular session at 9:23 p.m.
Farmer moved to inform MIRMA that Mayor Thomas is the supervisor over the Chief of Police and communications should go through her moving forward. Herron seconded. All voted aye. Mayor Thomas would like to have the board reevaluate how board liaisons over city departments are working out in the near future.
The meeting adjourned at 9:26 p.m.
