MINUTES BOARD OF ALDERMEN MEETING CITY OF FREMONT HILLS THURSDAY, JULY 16, 2015 CALL TO ORDER. The regular monthly meeting of the Board of Aldermen of the City of Fremont Hills was called to order by Mayor Tom Tobin on Thursday, July 16, 2015 at 6:00 PM at: Fremont Hills Country Club, 1953 Fremont Hills Dr., Nixa, MO. PLEDGE OF ALLEGIANCE. The pledge of allegiance was recited. ROLL CALL. Jeanette Curtiss, City Clerk/Finance Officer, called the roll (a quorum was present). Tom Tobin, Mayor Present Ann Littell Mills, Alderman, Ward 1 Present Kevin Jansen, Alderman, Ward 1 Absent Bud Addington, Alderman, Ward 2 Present Luke Davis, Alderman, Ward 2 Present Alisa Lowry, Alderman, Ward 3 Present Randy West, Alderman, Ward 3 Present City officials present: Matt Growcock, City Attorney; Scott Christensen, City Project Manager and Jeanette Curtiss, City Clerk/Finance Officer. Guest: Preston Dwiggins. MAYOR S COMMENTS TO THE BOARD. Mayor Tobin told the Board how much he appreciates their efforts they have the betterment of the City in mind as they volunteer their expertise he appreciates the time they spend away from their families. Mayor Tobin asked that we keep the marines who were recently killed in our thoughts and prayers. OPEN FLOOR TO VISITORS*. No visitors wished to address the Board. COMMENTS FROM ALDERMEN. Luke Davis indicated the NO SOLICITATION signs at our entrances spell Fremont incorrectly. Tom Tobin has the banner that was picked up from the Cassidy Addition after recent storms. Alisa Lowry asked about the barrier on the west side of the bridge on Fremont Road Scott Christensen said a guardrail will be reinstalled. Tom Tobin commented that the cedar trees at the Cassidy entrance are overgrown we need to consider redoing the landscaping in this area in the fall we need to check the stop sign on Calabash for adjustment to keep from being blocked by the security camera structure. CONSENT AGENDA: Approval of June 18, 2015 Regular Meeting Minutes. Alisa Lowry, Tom Tobin and Luke Davis noted corrections to the minutes. Ann Littell Mills entered the meeting at this time. A motion to accept the minutes with the noted corrections was made by Alisa Lowry, with Ann Littell Mills seconding the motion. The motion was unanimously approved. Approval of June 18, 2015 Executive Session Meeting Minutes. A motion to approve the June 18, 2015 executive session meeting minutes was made by Luke Davis, with Alisa Lowry seconding the motion. The motion was unanimously approved.
Resolution #180-2015 Amending 2015 Budget. Resolution #180-2015 was read in its entirety. A motion to amend the 2015 budget as presented was made by Luke Davis, with Bud Addington seconding the motion. The motion was unanimously approved. Approval of Treasurers Report and Expenses To Be Paid. Jeanette Curtiss presented the balance sheet, P & L and general fund expenses of $269,204.57 and sewer fund expenses of $46,278.65 (the approved budget amendments are not reflected in the P & L report). A motion to approve the Treasurer s Report and expenses to be paid was made by Ann Littell Mills, with Randy West seconding the motion. The motion was unanimously approved. Approval of Six-Month Financial Report. Jeanette Curtiss presented the six-month financial report for approval and publication in the newspaper. A motion to approve the six-month financial report was made by Luke Davis, with Alisa Lowry seconding the motion. The motion was unanimously approved. Ordinance #268-2015 Entering Into Lease Agreement. Bill #268-2015, entering into a lease agreement for city hall space was read in its entirety on the first reading. A motion to approve Bill #268-2015 on the first reading was made by Luke Davis, with Ann Littell Mills seconding the motion. The motion was unanimously approved by roll call vote with the ayes being: Bud Addington, Luke Davis, Ann Littell Mills, Alisa Lowry and Randy West there were no nay votes. A motion to dispense with the second reading of Bill #268-2015 was made by Alisa Lowry, with Randy West seconding the motion. The motion was unanimously approved by roll call vote with the ayes being: Bud Addington, Luke Davis, Ann Littell Mills, Alisa Lowry and Randy West there were no nay votes. A motion to adopt Bill #268-2015 as Ordinance #268-2015 was made by Luke Davis, with Ann Littell Mills seconding the motion. The motion was unanimously approved by roll call vote with the ayes being: Bud Addington, Luke Davis, Ann Littell Mills, Alisa Lowry and Randy West there were no nay votes. REPORTS FROM COMMITTEES Planning and Zoning. Scott Christensen reported there was no meeting this evening there are another 5 houses in various planning stages in addition to the 7 who have paid their deposits--12 houses in varying stages of the process. Sewer. WWTP Equipment Damage From Heavy Rains/Flooding. Scott Christensen reported that we had two, 100-year floods in 2 weeks. The effluent pipe that goes out from the plant, under the lake and to a dry creek is at a gradual grade in heavy rains, water goes over the lake and into the creek the water backed up into the plant through the effluent pipe. The filter area received damage and the manhole had 5 ft. of water in it, which also backed up into the plant. The UV system got wet, and the chemical tank floated as it wasn t full. The sump pump discharge was not able to work properly. We are putting a check valve on the first discharge to the creek (a backflow preventer) and on the front side a garbage pump ($1,500)--a hose with a motor that can suck water through a 3 line--the discharge will go on through the plant, and we changed the discharge of the sump pump made it 2 ft. higher. Pictures were taken of the damage and flooding. The biggest expense was the infrared UV disinfectant system. The flood in September, 2010 was 18 higher this year we got 8 of rain in 2 days. Rob unplugged the UV lamps Page 2 of 5 (BOA Meeting Minutes 7-16-2015)
for the second event to keep from having further damage. Estimate $10,000 in damages at plant. Plant will be shut down if pipe valve gets blocked pipe is flowing fine now. Infiltration is entering plant sump pumps throughout City could be going through systems and not draining out to grade. Flood insurance/flood plain map/plant may be touching the flood plain on the west side/no flood insurance. Mayor Tobin asked that Jeanette Curtiss send the e-mail addresses of Rob Dyer and Jon Hilton to the Board so they could send them an e-mail thank you for their hard work and assistance with the flood damages. Briarbrook Lot Split Survey/Quit Claim Deed. Scott Christensen reported Shaffer & Hines is still working on the survey of 1.591 acres of land at our wastewater treatment plant. MoDOT still has control of the part where the drainage pipe is located. This will give the city the ability to expand the plant if needed in the future. We need to consider annexing the plant into our city as a next step. Casey s Development. Scott Christensen reported that Casey s is putting in the sewer line--bored under Fremont Road instead of tearing up 2 driveways at the bank. We will observe them tying into our manhole on the southwest corner of the bank property. Test results will be done on water discharged to a 500 gallon truck and pumped very slowly to the plant. Casey s has no opening date set, but anticipate mid-august. Beautification. Pocket Parks. Scott Christensen highlighted possible pocket park locations that are owned by the city. He recommended concrete benches, as they are harder to move metal benches would need to have stakes driven into the ground and/or can be put on a concrete pad. Dept. of Corrections has items, such as park benches, for sale to public entities. Ann Littell Mills will bring ideas and pricing to the next meeting. Weed Control Of Common Areas/Cassidy Detention Pond. Randy West just got information from Scapes on the areas they maintain. The aldermen were asked to look at these areas maintained by Scapes to make a decision next month on whether additional areas need weed control maintenance. OLD BUSINESS Update On Security Camera Install. Luke Davis reported the brick structures are installed, electric is completed, the metal camera boxes have been installed, acrylics will be installed with rear doors and screens over the doors on Tuesday and the cameras get installed Tuesday afternoon. Another change on the doors the bricklayer couldn t make the design work with all the components, so we need 2 more metal doors on each of the units and reinforcing brick with an L column. The doors will be mounted slightly inside the opening 6 doors rather than 3 are needed at a cost of $275 per door. Scott Christensen will have the electrician look at the entrance lighting after cameras are installed as the landscape lighting isn t working properly. We need to determine the camera viewing process and who has access to the information we will train a couple people on the system. The cameras are strictly for monitoring criminal activity Matt will look at a policy as to who has access to this information in light of the Sunshine Law. Luke Davis and Randy West will get with NetWatch to schedule training. Update on Street Resurfacing Project/Interlochen Manholes. Scott Christensen reported that resurfacing will soon be finished (weather delayed the project). There were two fabric selections for this project, and the city chose the newer GlassPak product--the people who installed the fabric are not APAC employees, but from Kansas City. The GlassPak worked better for flat surfaces and not a milled surface, and that s why APAC decided to go back to the other fabric choice after experiencing difficulty laying the GlassPak. APAC discounted the contracted price due to the change in fabric choice. Page 3 of 5 (BOA Meeting Minutes 7-16-2015)
There are two manholes on Interlochen that will be raised the City of Ozark will order rings and APAC will repack around them they will be measured tomorrow or next week and ordered, and it should be completed in a couple weeks. Luke Davis reported tracks on one repaired area on Shinnecock and asked if we had complaints--shinnecock was the worst for the repair. Preston Dwiggins expressed his concerns on the repair. Alisa Lowry stated there were remnants of asphalt on streets where they parked vehicles and not where they worked (Congressional Circle for example). Before paying the bill to APAC, the aldermen were asked to look at the repairs to see if any concessions needed to be made on the job a 1 week deadline to respond with opinions on the street project for Shinnecock/Rolling Hills was established. Ozark Water Line Connections To City. Scott Christensen reported that we have marked the utilities on Fremont Hills Drive and Winged Foot/Sawgrass for MoDOT--the City of Ozark can bore under the street to tie Cassidy Addition into the rest of the City water system and add a new line at Fremont Hills Drive for more volume the water tower is supposed to be on line this month. Request for City Hall Concept Renderings. After a few suggested revisions, Scott Christensen indicated the ad was ready to publish in the paper we will make the packets due August 14 so there will be time to look at them before the next meeting. It was suggested the e-mail address in the ad be changed to: info@fremonthillscity.com. Discussion On Animal Control Ordinance. Ann Littell Mills addressed the focus of the ordinance draft being on animal conduct and not breed specific. Bud Addington recommended we move forward with ordinance as drafted. It was suggested we pass this ordinance over a couple of meetings rather than having all 3 readings at one meeting. NEW BUSINESS Governor s Disaster Declaration Damage Assessment. Tom Tobin reported that the State has declared a disaster after the recent flooding events, and FEMA is still in the evaluation process. Rolling Hills Drive Street Repair. Scott Christensen reported the need for an engineer to look at the water situation from Fair Haven Estates and the detention pond. APAC looked at the area when water was running and peeling up the newly resurfaced area they had never seen such a situation, only where water lines had been broken if the asphalt could have cured 30 days, they didn t think it would have done this. Scott Christensen presented a couple of alternative solutions to the current drainage channel in the road. Scott Christensen will check to see if the weir in the detention pond is still in place. Scott will talk with APAC further about the situation. A motion authorizing up to $5,000 for repair and temporary solution to the drainage channel on Rolling Hills Drive was made by Luke Davis, with Alisa Lowry seconding the motion. The motion was unanimously approved. Fair Haven Detention Pond. Scott Christensen reported the detention pond is too small for water coming off the properties in Fair haven it s designed for Phases I & 2 the pond needs to be bigger and deeper. The detention pond design phase would take 30 days, bidding process for the work 4 weeks and to perform the work would be possibly 2 months. It was decided to initiate discussion with Fair Haven on the issue Tom Tobin, Luke Davis, Scott Christensen and Matt Growcock will meet with the Fair Haven HOA President. Page 4 of 5 (BOA Meeting Minutes 7-16-2015)
2015 Preliminary Tax Levy Information. Jeanette Curtiss reported on preliminary tax levy data based on June 28 property valuations. The levy needed to service general obligation bond debt would be $.1449 per $100 of assessed valuation and the ceiling for general revenue purposes could be $.6338 (last year s ceiling was $.6268). After general discussion, a motion to set the general revenue levy at the same rate as last year, $.6268, and set the levy for GO bond debt at $.1449, for a total tax levy of $.7717, was made by Luke Davis, with Ann Littell Mills seconding the motion. The motion was unanimously approved. The total levy for 2014 was $.7723 the new levy will be a reduction in taxes. The GO bond debt is paid off in 2017 that portion of the levy will be collected in 2016. The public hearing will be held just before our regular August meeting. If there are changes made by the Board of Equalization, there could be minor rate changes before actually passing the levy ordinance. Alisa Lowry asked about ordinance violations and to what extent an alderman can/should become involved in enforcement of the ordinance. Aldermen can make residents aware of the ordinance violation tickets can be written for violations (need to have a witness to the violation). Aldermen should not put themselves at risk in any way when communicating violations to residents. ADJOURNMENT. There being no further discussion to come before the Board, a motion to adjourn was made by Ann Littel Mills, with Randy West seconding the motion. The motion was unanimously approved and the meeting adjourned at 9:15 PM. CITY OF FREMONT HILLS By: T. T. Tobin, Jr., Mayor ATTEST: Jeanette Curtiss, City Clerk/Finance Officer Page 5 of 5 (BOA Meeting Minutes 7-16-2015)