The Rock Port Board of Aldermen met Wednesday, November 16, 2022, at 6:00 p.m. with Mayor Amy Thomas presiding. Board members present were Ron Deatz, Lisa Farmer, Kelley Herron, and Kory Paris. Also present were Superintendent Brentlee Thomas, Utility Office Manager Terri McGuire, City Clerk Emily Schulte, and Officer Derek Morriss.

Mayor Amy Thomas called the meeting to order then led the meeting in reciting the Pledge of Allegiance.

The meeting agenda and the minutes of the October 19, 2022, meeting were approved.

The aldermen also approved the city financial statements, accounts payables, tax report, delinquent tax list, the City Clerk, Chief of Police, and all board reports, and the utility financial statements, accounts payables, purchased power and water statements, take or pay water use report, water loss reports, Utility Office Manager report and City Superintendent report.

Bill #1221 – 2023 City Budget

Bill #1221 – 2023 City Budget was read and the first reading was approved. Bill # 1221 – 2023 City Budget was read for a second time  and approved. Mayor Thomas declared Bill #1221, Ordinance #1221.

Bill #1222 – 2023 Utility Budget

Bill #1222 – 2023 Utility Budget was and the first reading was approved. Bill #1222 – 2023 Utility Budget was read for a second time and approved. Mayor Thomas declared Bill #1222, Ordinance # 1222.

Bill #1223 – 2023 Park Board Budget

Bill # 1223 – 2023 Park Board Budget was read and the first reading was approved. Bill # 1223 – 2023 Park Board Budget was read for a second time and approved. Mayor Thomas declared Bill #1223, Ordinance #1223.

Bill #1224 – Amendment to Regulations for Planting Trees Under Power Lines

The amendments to Section 505.370 of the Rock Port City Code discussed at the previous meeting were presented as Bill #1224.

Bill # 1224 – Amendment to Regulations for Planting Trees Under Power Lines was read and the first reading was approved. Bill #1224 – Amendment to Regulations for Planting Trees Under Power Lines was read for a second time and approved. Mayor Thomas declared Bill #1224, Ordinance #1224.

Resolution 2022-07 – Authorizing Mayor to Enter into Special Counsel Agreement

A special counsel agreement with Shaffer Lombardo Shurin was presented, per the board’s previous interest in additional legal services. With this agreement the city would only pay for services specifically requested by the city, however they are under no obligation to utilize SLS when needing legal services. The aldermen unanimously voted to approve Resolution 2022-07.

Action Agenda Item 2022-07 – Employee Probation Period

Action Agenda Item 2022-07 recommended a change to Policy 2-7: Probationary Period. In accordance with Federal guidelines, probationary periods should not be over 90 days, however the city’s current policy states six months. Action Agenda Item 2022-07 – Employee Probation Period changing Policy 2-7: Probationary Policy from a six month probationary period to 90 days was approved.

Pool Repair Fund Request – Pool Liner Project

City staff, officials, and Park Board Secretary Jennifer Geib have been meeting and corresponding regarding the potential installment of a pool liner. It is the belief of all parties that the liner could be beneficial in expanding the life of the city’s pool at least another 10 years, especially given the gutter testing and rehab included within the proposal. There is also a water line broken somewhere resulting in significant water loss over the last two seasons. City staff is confident they know which line contains the break and believe they could undertake that part of the project. During that repair, an additional pump would also be purchased and installed between the baby pool and the main pool to provide a contamination barrier between the two and put the filtration system in compliance.

As the Park Board does not have the resources to currently fund for the project, the following proposal to utilize the City’s Pool Repair Fund is being submitted:

• $81,678.00 – pool liner and installation

• $5,000.00 – contingency for additional gutter repairs needed found during inspections and testing

• $6,000.00 – reroute the broken water line, purchase and install pump/filtration system for baby pool

• $3,683.00 – project emergency contingency

The total project request was $96,361.00.

Board members asked Superintendent Thomas if his crew would have the time to assume their portion of this project with their workload. Thomas believed they could accept the undertaking.

Schulte relayed that this would use a majority of that fund, however a balance of $15,000.00 would remain for future repairs. Though the project itself seems costly, all present in the work sessions believe this is the best route if the city is wanting to extend the life of the current pool, given there are no funds available for a new one.

The aldermen voted unanimously to approve utilizing the Pool Repair Fund as recommended for a new pool liner, gutter repairs, re-routing of a water line, and pump/filtration system for the baby pool.

Schulte also noted that wages for city staff working on this project are not accounted for within the proposal breakdown, but suggested that topic be readdressed upon project completion. That way they can first assess how much over or under budget the project came in to determine what is left for compensation, as well as from what account it should be paid from. All were in agreeance.

Park Maintenance Agreement

Suggestions for the temporarily suspended park maintenance agreement were discussed. The agreement was originally not to be put on hold for this length of time, so it was asked that a resolution be found. The previous agreement was for $6,000.00 a year, regardless of man-hours spent at the park.

City staff recommended offering the Park Board a new agreement to assist with their budgeting constraints, however at $20.00 per hour worked. It was conveyed that this seemed most fair to both sides in order to keep a balance between work requested/completed and compensation.

The street department will still experience a significant loss in wages per this agreement, as labor is billed out by an employee’s loaded wage as opposed to their base wage.

It was also suggested to charge a small fee for administrative time spent on Park Board tasks as well. These tasks include, but are not limited to, all payables, receivables, budgeting, creation of agendas and meeting packets, payroll, and record keeping. Office staff have never been compensated for these tasks, however they are included within the currently suspended agreement. These tasks are harder to track, as they are done within non-park tasks, so a base charge of an hour a week at $20.00 per hour was suggested.

The Board inquired if Superintendent Thomas had the manpower to uphold a new maintenance agreement, to which he was optimistic he did.

The aldermen voted to approve a proposal to the Park Board for a new park maintenance agreement at the rate of $20.00 per hour per laborer hour worked and one hour per week at $20.00 per hour for all administrative tasks specified within the agreement.

Officer Morriss

Officer Morriss reported since the last meeting that 16 new case numbers were assigned, 28 reports were written, three agencies were assisted, three citations were written, there are two open investigations, a firearms qualifications was completed, and a training has been scheduled for December to learn about the uniform crime report.

Superintendent Brentlee Thomas

Superintendent Thomas reported getting ready for winter; snow removal equipment being prepared and holiday decorations will be put up in the coming weeks. Three of the outside plant crew will be attending their year-end lineman finals in Columbia at the beginning of next month.

The street sweeper has arrived and is already being utilized. Tree trimmers have been here and covered quite a few of the problem areas and will return to finish the city’s contract in the coming weeks. They are still awaiting the results of the street report from Olsson.

The water leak being sought out for several years near Ruby Street has finally been located and patched. It was estimated at leaking 5-10 gallons of water per minute, making this a substantial find. Street light replacement is on pause. The I-29 lift station valves still have not arrived. The grading of the gravel roads is being planned.

It was asked if Lead Laborer Hudson could be issued a city credit card to simplify street department purchases. The request was approved.

Utility Office Manager Terri McGuire

Utility Office Manager McGuire reported that the latest water loss report was high, however they won’t know until meters are read the next time or two how much the leak Thomas mentioned was affecting the loss. The four department heads and lead laborer recently started having weekly meetings, and though there have only been a couple so far, they have already proved beneficial.

The utility is currently working on a meter audit to ensure everything is programmed correctly.

Alderman Kelley Herron

Alderman Herron reported being excited to hear the street sweeper is here and already providing a benefit. The work everyone put in on the pool liner project is appreciated. Department head meetings seem like a good idea, and would encourage it to take place weekly. Herron recommended tabling the ordinance  regarding semi parking until January to allow time for the new attorney to be hired.

Alderwoman Lisa Farmer

Alderwoman Farmer inquired if the police department had purchased new desks yet. Officer Morris stated they had not as they are around $1,500.00 each. Farmer expressed that it is important the department look professional, and the desks are needed. It was noted that Superintendent Thomas had not yet gotten a new desk either. Schulte recommended those looking for new office furniture also consider avenues such as state surplus prior to purchasing new.

Mayor Amy Thomas

Mayor Thomas questioned hotel tax remittances. Schulte stated to verify the tax revenues are correct, audits of the financials would need to be requested and then reviewed, likely by an outside source.

Executive Session

The meeting moved into executive session pursuant to Section 610.021(3), (12), & (3) RSMo at 7:14 p.m.

The regular session resumed at 9:32 p.m.

Bill #1225 – Authorizing Mayor to Execute Contract for City/Prosecuting Attorney

Following the review of proposals, Gagnon Law Firm was chosen to execute a City/Prosecuting Attorney agreement. Bill #1225 – Authorizing Mayor to Execute Contract for City/Prosecuting Attorney was read and approved. The bill was read for a second time and approved. Mayor Thomas declared Bill #1225, Ordinance #1225.

Chief of Police Vacancy

The aldermen voted unanimously to hire Officer Morriss as the Chief of Police on an interim basis. Officer Morriss accepted.

Re-sign Job Descriptions

The aldermen approve having all job descriptions reviewed, edited, and re-signed by all city employees prior to January 1.

The meeting adjourned at 9:36 p.m.