Loading...
HomeMy Public PortalAbout2018-03-12 work session1 SPECIAL SESSION COUNCIL MEETING, MARCH 12, 2018 CALL TO ORDER The Regular Council Meeting of March 12, 2018, was convened at 5:30 P.M. by Mayor Carrie Tergin. ROLL CALL The f ollowing Council Members were present for the roll call: Present: Fitzwater, Graham Henry, Hussey, Kemna, Prather Schreiber, Ward, and Wiseman Absent: Mihalevich* A quorum was declared present. ADOPTION OF THE AGENDA A motion was made by Councilman Graham, seconded by Councilwoman Wiseman, to adopt the agenda. The motion to adopt was approved unanimously. *Councilman Mihalevich arrived at 5:40 P.M. PRESENTATIONS FROM THE GALLERY ON SPECIFIC BILLS OR RESOLUTIONS Jenny Smith requested the City sign a petition, as property owners of 408 Lafayette Street, to support the School Street Local Historic District Application. CONSENT AGENDA The following items were brought before the Council for approval by Consent: a. Minutes of City Council Meetings: February 19, 2018 and March 5, 2018 b. The Permissive Use of Right of Way at 1310 E. McCarty Street for the Attachment of Communication Equipment to an Existing Utility Pole c. Authorize $34,275 Purchase of Commercial Front Mower from Farm Power – Lawn & Leisure Inc. d. Authorize $25,204.17 Purchase of Street Sign Materials from Four Vendors: Osburn Associates ($3,272.00), Vulcan Signs ($6,037.39), MD Solutions ($700.00) and Ennis-Flint ($15,194.78) A motion was made by Councilman Henry to approve the Consent Agenda as presented, seconded by Councilman Prather, and approved unanimously. 2 SPECIAL SESSION COUNCIL MEETING, MARCH 12, 2018 BIILLS PENDING 2017-114 sponsored by Councilman Graham, entitled: AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING CHAPTER 19 OF THE CODE OF THE CITY OF JEFFERSON, BY MODIFICATION OF PORTIONS TO MATCH EXISTING PARKING AND LOADING CONDITIONS IN DOWNTOWN. Bill 2017-114 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15769: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 2017-115 sponsored by Councilman Graham, entitled: AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING CHAPTER 19, (MOTOR VEHICLES AND TRAFFIC), SCHEDULE G (STOP INTERSECTIONS) OF THE CODE OF THE CITY OF JEFFERSON, BY THE ADDITION OF TERRA BELLA DRIVE AND AMADOR AVENUE BEFORE ENTERING VENTURA AVENUE. Bill 2017-115 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15770: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 2017-116 sponsored by Councilman Henry, entitled: AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A GRANT AGREEMENT WITH MODOT FOR PUBLIC TRANSIT OPERATING ASSISTANCE. Bill 2017-116 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15771: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 3 SPECIAL SESSION COUNCIL MEETING, MARCH 12, 2018 2017-117 sponsored by Councilwoman Wiseman, entitled: AMENDING THE 2017-2018 BUDGET BY RECLASSIFYING THE RECREATION SPECIALIST, PART-TIME WITH BENEFITS POSITION, TO PROGRAM MANAGER, FULL-TIME EXEMPT POSITION, WITHIN THE DEPARTMENT OF PARKS AND RECREATION. Bill 2017-117 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15772: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 2017-118 sponsored by Councilman Fitzwater, entitled: AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH HDR, INC. FOR TRAVEL DEMAND MODELING AND VISIONING CONSULTANT SERVICES. Bill 2017-118 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15773: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 2017-119 sponsored by Councilman Henry, entitled: AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN $86,600 AGREEMENT WITH STOCKMAN CONSTRUCTION FOR THE PUMP STATION FLOODPROOFING PROJECT. Bill 2017-119 was read third time by title, placed on final passage, and passed by the following roll-call vote as Ordinance 15774: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None 4 SPECIAL SESSION COUNCIL MEETING, MARCH 12, 2018 RESOLUTIONS RS2017-25, sponsored by Councilman Graham entitled: A RESOLUTION AUTHORIZING ADOPTING THE NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS) AS THE STANDARD FOR INCIDENT MANAGEMENT BY THE CITY OF JEFFERSON, MISSOURI. A motion was made by Councilman Hussey for adoption of Resolution RS2017-25, seconded by Councilman Fitzwater, and approved unanimously by the following roll-call vote: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None RS2017-26, sponsored by Councilwoman Wiseman entitled: A RESOLUTION AMENDING RESOLUTION 2017-22 AND APPOINTING THE MEMBERS OF THE CHARTER REVIEW ADVISORY COMMITTEE A motion was made by Councilman Hussey for adoption of Resolution RS2017-26, seconded by Councilwoman Ward, and approved unanimously by the following roll-call vote: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None DISCUSSION OF GENERAL RUND AND CAPITAL IMPROVEMENT PROJECTS AND FUNDING A motion was made by Councilman Prather and Seconded by Councilman Mihalevich to approve the Staff’s recommendations as outlined in the attached memo. The motion was approved unanimously by the following roll-call vote: Aye: Fitzwater, Graham, Henry, Hussey, Kemna, Mihalevich, Prather, Schreiber, Ward, and Wiseman Nay: None ADJOURNMENT A motion to adjourn was made by Councilwoman Wiseman, seconded by Councilman Mihalevich, and approved unanimously at 7:10 P.M. Steven S. Crowe ll , Jr. City Adm ini s trator 320 E. McCarty Street J effe rso n City , MO 6510 I Ph one Numb er: (573) 634 -6306 Emai l: SCrowel l@j effcitymo.org MEMORANDUM To: Mayor cc: From: Date: March 8, 20 18 Re: Ma rch 12, 2018 Work Sess ion Membe rs of th e Public Works and Plannin g (PW a nd P) Counc il Committee ca ll ed a City Cou ncil Wo rk Sess io n fo r Ma rch 12 , 2018 to review some Ci ty capital (and a few operational ) projec ts and pos si bl e fundin g so urc es . at lea st for the more immediate (near te rm) projects. Attac hm en t A is an upd ated li st of mo stl y capita l proj ec ts which Co un cil has be e n discussing fo r the last seve ral ye ars. Additionall y, Co un c ilmember Mihalevi c h added so me projects. There ma y be add it ion a l projects whi ch ot her Councilmembers w ish to in clude for di scuss ion. T he list is no t in tended to be a ll- inclu s ive. The project s are not provided in a particular pri ority order other th an th e fe w it ems s uggested for funding as designated by an ''H.'' Attachment 8 prov id es a summary of fund ba lance for Sa les Tax F (which essent ia ll y closes ou t Sales Tax F) and a li st of General Fund s upplement al appropriations for the dates identified. Atta c hm ent C is Directo r of Fin a nce a nd Info rmation Tec hnology Mueller 's 20 17 unass igne d Gene ra l Fund fund bal a nc e projection s. Ms. Mueller ca n ex pl ain the calcu lati ons in furt he r detail at the Wo rk Session. Esse ntially , th e amount of fu nd ba la nce ava ilab le ba se d on a reduction from the 19.03% to the 17.0 % Ge ne ral Fu nd fund bal ance minimum thres hold es tab li shed by the City Counc il, INCLUD ING th e FEMA anticipate d re imbursement of$235,000, is $890 ,2 77. Thu s, an expenditure of$890,277 wi ll reduce the una ss igned Ge neral Fu nd fund ba lance to the 17.0% thre shold . The Leadership Team met to re v iew th e project li s t a nd availab le reso urces . As I have expressed previous ly, I think three areas in which we are und erfun ded in c lude: employee co mp ensati on ; faci litie s; a nd fl eet. We offe r th e following as suggestio ns for use of the unassi gned General Fund fu nd balance projec ti ons: $890,277 ($300,000) ($259,000) ($145.000) $186,277 General Fund Available General Fund fund balance to reduce to 17.0% Less Workers Compensation Self-Funding Reimbursement Less Capitol A venue structures funding guarantee, phase I Less Public Works Dump Trucks (2). See Attachment D. A vail able balance At the PW and P Committee, other funding alternatives for funding the dump trucks were discussed, including renting one or two trucks on a short term basis; including use of trucks in the project costs (essentially coming from sales tax, which reduces funding availability); and/or attempting to fund one of the dump trucks either from the previously approved storm water funding amount or from current budget operations (which may necessitate identifying funding from various General Fund departments). An additional (maximum) anticipated cost of approximately $500,000 anticipated for Capitol Avenue structures funding guarantee, phase II is not included in the above. Another anticipated funding requirement would be approximately $100,000 needed for the initial legal services to develop the Missouri State Prison site. This funding could come from '"convention center lodging tax" funding. On Attachment A, the three high priority potential sales tax designated projects could come from the $2,250,000 Sales Tax G funding category identified as "Contingency/Economic Development" (Attachment E, RS 20 15-39). Two issues to recognize when considering this potential funding source include ( 1) we are in the initial implementation period of the of Sales Tax G, so funding estimates are only projections and (2) there may be some projects contemplated for funding from the category which may or may not come to fruition. I would note that we ••typically" have some additional funding at the end of the sales tax five year period for which we identify uses (i.e., ••gleaning"), but counting on such revenue availability at this time would be premature. Sales Tax G Contingency Funding $2,250,000 Sales Tax G Contingency Funding ($153,000) Less Downtown Streetscape Repair ($938, I 02) Less Remaining required Fire Station 2 construction (estimate) ($350.000+/-) Less Downtown Streetscape Electrical Project (range of funding alternatives) $808,898 Total projected availability in Sales Tax G Contingency line Item Please note that there are various ranges of funding amounts for the downtown electrical depending upon the specific areas to be constructed (and thus funded), if any. The potential funding amounts were discussed at the recent PW and P Committee meeting. Director of Public Works Matt Morasch will be able to further explain the funding ranges at the Work Session. The remaining projected funding for Fire Station 2 is a projection pending bidding of the project. Fire Station 2 bidding, award, and construction mobilization would most likely take a year, which would defer the final funding commitment until next fiscal year. The above construction estimate does not include the potential sale of the current Fire Station 2 site. As Fire Chief Schofield has discussed previously, there are other needed/planned Fire station replacement/rehabilitation needs. I would also note that some of the projects identified on the Capital Project list (Attachment A) have other anticipated funding sources, for exam pie Sales Tax H (if approved by voters). Additionally, Council has discussed other potential impacts to the operating budget, such as use tax. Enclosures LIST OF CAPITAl PROJECTS FOR CONSIDERATI ON (ONE-TIME FUND ING· NO ONGOING PROJECTS) ITEMS SHADED GREEN COULD QUALIFY FOR SALES TAX G (OR H) FUND ING H Worker's Compensation Fund Shortfall H Gap Financing· Capitol Ave Condemned Properties-Phase 1 (1 to 3 properties) H Two Dump Trucks 408 Lafayette Federal Grant Reimbursement Administratively-Ordered Demol itions (1001 Washington, 827 E. High, 1323 Gordon Ct ., 805 Monroe) Po lice Fleet Replacement Gap Fi nancing -Capitol Ave Condemned Properties-Phase 2 (6 to 8 properti es) City Ha ll · secu r ity improvements, ADA improvements, Council chambers & large conference room improvements, improve City Hall campus and entrances, etc. Columbia Ai rport Termina l (placeholder) St r eet Sweeper Parking Garage · gap financing Create archive system by scanning building permit drawing f iles, site plans, deeds, easements, and other important city documents and link to Sp ringbrook o r MidMoGIS Public Works St reet Equipment (usefu l li f e upgrade) Downtown and Event wireless Parking for Municipa l Court Relocation H Downtown Streetscape Repair H Remaining required Fire Stati on 2 construction (estimate from Ordinance 15743) H Downtown Stree tscape Electr ic Project MSP Infrastructure Police Building Renovation Creek Trail Roundabout West High Street Bri dge Re pa ir Fire Station 4 Remodel Upgrade Communication/Radio Infrastructure (Fire) Stormwater Projects· $2 million Annually Overlay Additions Neighborhood Sidewalk Repair Country Club Drive I Hwy 179 I Mall ·design and engineer costs Country Club Drive I Hwy 179 I Mall ·construction co st s Two-waying Monroe Street· des ig n and engineer costs Two-waying Monroe Street· const ruction costs Fire Station (Miss ion Drive) Implementation of Southside Plan/Expressway enhancements Airport Terminal Improvements-design & construction bathrooms & remodeling Airport hangar Hyde Park Training Tower (burn building replacement) Body Cameras an d r elated hardware/software for Pollee Dept River Port Investments Event Safety Improvements Downtown Event Support (e.g. public restrooms & water fountains) Economic Development Project 2017-1 Fund Ba lance Projects SC i dentify for sales ta x GRAND TOTAL Att achm ent A $300,000 + $259,000 $290,000 $80,000 $90,000 $400,000 $500,000 $50,000+ $50,000+ $250,000 $1,500,000 $25 ,000 + $2,000,000 $500,000 $300,000 $153,000 $938,102 $350,000 $2,000,000 $10,000,000+ $1,800,000 $1,000,000+ $400,000 $150,000 $2,000,000 $1,000,000 $1,000,000 $300,000 $3,200,000 $300,000 $2,700,000 $3,500,000+ $2,500,000 $400,000 $300,000 $800,000+ $515,000 $4,000,000 $1,500,000 $500,000 $600,000 $48•500•102 3/2/2018 3:10PM (NEW) LIST OF FUND BALANCE PROJECTS FOR CONSIDERATION (ONE-TIME FUNDING-NO ONGOING PROJECTS) ITEM West High Street Bridge Repair Monroe Street Engineering, Design and Construction Implementation of Southside Plan/Expressway enhancements Fire Station (Mission Drive) Event Safety Improvements MSP infrastructure Downtown and Event wireless River Port Investments Total AMOUNT $1,000,000 $3,500,000 $2,500,000 $3,500,000 $1,500,000 $2,000,000 $500,000 $4,000,000 $19,925,000 $18,500,000 Attachment A PRIORITY Attachment B FUND BALANCE PRIORITZED PROJECTS SALESTAXF - Sources: Estimated Remaining Funds (Sales Tax F Gleaning) Uses: Municipal Court, Council Chambers, conference room Fire Station #2 (not full funding) GENERAL FUND Port Feasibility Study Stormwater Repairs and Improvements Design of South Lincoln Street Slope Stabilization Lincoln Street Roadway Failure Downtown Streetscape Repair & Electric Project Fire Station #2 (still need $938K+) Reapprop Fire Dept building grounds & maint for Fire Station #2 Reapprop Ongoing Infrastructure/Facility Needs fund balance list -general and F .xlsx $1,300,000 Ord 15730 ($500,000) 10/16/2017 Ord 15743 ($800,000) 11/6/2017 ($1,300,000) ($47,600) Ord 15671 6/5/2017 ($750,000) Ord 15716 8/21/2017 ($61,800) Ord 15675 6/5/2017 ($338,695) Ord 15734 10/16/2017 ($640,000) Ord 15735 11/6/2017 ($1,221,035} Ord 15743 11/6/2017 ($106,785) Ord 15743 11/6/2017 ($276,715) ($3,442,630) 2/27/2018 1:25 PM CITY OF JEFFERSON FISCAL YEAR 2017 ESTIMATED GENERAL FUND BALANCE FYE2016 TOTAL GENERAL FUND BALANCE (Audited) less: Reserve for Inventory less: Reserve for Prepaids less: Reserve for Encumbrances less: Reserve for Multi-purpose Building less: Reserve for Restricted Funds FYE2016 UNASSIGNED GENERAL FUND BALANCE (Audited) Less: Total Reserves/Restrictions FYE2016 General Fund Balance % of Adopted Budget FYE2017 GENERAL FUND ACTIVITY Unaudited FY2017 Total Revenues Unaudited FY2017 Total Expenses FYE2017 ESTIMATED TOTAL GENERAL FUND BALANCE (Unaudited) less: Reserve for Inventory Less: Reserve for Prepaids less: Reserve for Encumbrances Less: Reserve for Multi-purpose Building less: Reserve for Restricted Funds less: Total Reserves/Restrictions FYE2017 ESTIMATED UNASSIGNED GENERAL FUND BALANCE (Unaudited) Approved FY2017 Supplementals Reappropriated from FY2017 to FY2018: Port Feasibility Study Stormwater repairs and improvements Legal fees for Mo American Water Tariff Case Downtown Streetscape Repair & Electric Project New Fire Station #2 (still need $938K+) Fire Dept building grounds & maintenance for Fire Station #2 Computer Software for PPS Ongoing Infrastructure/Facility Needs FYE2017 ESTIMATED UNASSIGNED GENERAL FUND BALANCE (After Approved Supplementals) FYE2017 Estimated General Fund Balance % of Adopted Budget NOTE 1: Estimated FEMA/SEMA reimbursement for South Lincoln Street-$235,000 NOTE 2: 17% of FY2017 Adopted Budget= $5,477,096.89 3/1/2018 12:51 PM ($173,945.00) ($203,989.00) ($40, 785.00) {$1,500,000.00) ($298,002.00) {$18S,853.15) ($228,197.32) ($433,562.17) $0.00 ($241,659.00) Attachment C $ 11,061,691.24 $ (2,216,721.00) $ 8,844,970.24 28.77% $33,099,854.86 ($33,851,110.38) ($751,255.52) $ 10,310,435.72 $ (1,089,271.64) $ 9,221,164.08 $ (47,600.00) $ (750,000.00) $ (14,055.15) $ (637,800.00) $ (1,221,035.00) $ (106, 785.00) $ {34,800.00) $ (276, 715.20) $ (3,088, 790.35) $ 6,132,373. 73 19.03% Att achment 0 Department of Public Works Memorandum 320 E. McCarty Street ·Jefferson C i ty , Missouri 65101 • P 573-634-6410 • F 573-634-6562 • W\WJ .!effcitymo.org Date : January 23, 2018 To: Steve Crowell , City Administrator Matt Morasch, Director, Public Works ML--From: Subject: Street Division Equipment Failure I am requesting your concurrence to seek $310,000 in supplementa l funding at the next Council meeting to replace two failed dump trucks utilized by the Street Division of Public Works. During rou tine maintenance by our Central Maintenance shop, it was discovered each truck had a cracked frame and can no longer be legally driven on the street (photo attached). The trucks are 19 (1999) and 20 (1998) years old and have been requested for rep lacement in the last few budget years . We typically assign a 15 year life cycle to these type trucks. We have now removed the trucks from the service fleet. Parking of the trucks creates various issues depending on time of year. In the w i nter months these trucks are utilized as backup snow plows if/when other plow trucks have breakdowns and also do the hauling for construction materials and street sweeping when snow is not an issue. During construction months (typically beginning in Ma rch) th e trucks are heavily used for construction such as streeUcurb repair and st orm water repair. They also continue to haul street sweepings . This winter and coming summer we had anticipated higher usage due to the adding the stormwater repair crew. It typically ta kes approx imately 120-150 days to receive new truck s once ordered . In the mea n while the production of our streeUstormwater constru ction crews wi ll drop as well as ou r sweeping crews . We plan to continue these efforts however it will slow the progress of the work as the crews wait on truck availability . To help minimize the productivity issue we also propose to uti lize private hourly contracts in which a contractor will supply a truck and driver. Those services are proposed to be paid from our material funds . Staff will limit the usage as much as practical. We als o invest igated re nting trucks, however, this is not common practice and none are ava ilable . W ith your concurrence I will work with Finance to prepare t he documents needed to place the item on the Council agenda, so that th e truck order can be placed as soon as practical. If you need any additional information please advise , thanks . Public Works' CORE Mission and Values improve the !;ommunity -take Qwnership -deliver Res ults -;mpath ize with the cus to mer Attachment 0 '· I Attachment E SUBSnTUTE. ADOPTED AS AMENDED RESOLUTION . R$2015-39 Sponsored by: Councilman Scrivner Co-Sponsors: Council Members Branch. Costales. Graham. Henrv. Hussey. Mihalevich. Prather. Schreiber. and Ward A RESOLUTION APPROVING THE INTENDED ALLOCATION OF REVENUES FOR CAPITAL IMPROVEMENTS SALES TAX G WHEREAS, the City Council has submitted to the voters of the City the question of whether or not the one-half cent capital improvements sales tax should be renewed for an additional five years: and WHEREAS, the City Council desires to express to its constituents its plan to use the revenue which this renewal will generate; and WHEREAS, a copy of the proposed plan is attached to this Resolution; and WHEREAS, the City of Jefferson has successfully completed the projects promised in its last six capital improvement sales tax issues. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Jefferson hereby adopts the attached plan as its intended allocation of the revenues of Capital Improvements Sales Tax G. THEREFORE. BE IT FURTHER RESOLVED, that the City Council encourages all of our citizens to carefully study this issue and to support our City. .-·. --·.· . Adopted this 4111 day of April, 2016 (]~ -:Jj ' Mayor carri~ APPROVED AS TO FORM: kftYCOlinselor Attachment E .· Sales Tax G Proposed City Projects Sales Tax G Proposed Rev enue Per Year $ 5 ,000,000 " additional funding will be required Draft Proposed City/County Capitol Improve m ent Sales Tax Goals, Sales Ta x G Combined City and Couty Sales Tax funds Allocation listed in sa les Allocation to Reduce Traffic Congestion/Travel Times Clark Avenue Intersect ion Traffic Study and Conceptual Design Improvements to Clark Aven u e Improve Roadway Safety Street Overl ay's and Upgrades Capi t ol Avenue Improvem ents Various Upg rades/Improvements Maintenance/Improvement of Ex isting Infrastructur e Dunklin Street Corridor; bridge, Signals, sidewalks East High Street Improveme nts, Cherry Street to Vetter Lane Support Emerging Economic/Commercial Development Projects Community Partnersh i ps Myrtle Avenue High School Road (Rolling Hills) Economic Developmen t MSP Parkway Black text indicates items as they appeared in the literature for Sa l es Tax G Re d text in dicates proj ec t s already under construction tax $1,200,000 $1 ,200,000 $4,600,000 $4,000,000 Green text indi cates projects t hat are being proposed, or the estimated funding allocation . Bl u e text indicates projects not specifically ident i fed • This project will al so make u se of $93,000 in ST P funds for a total of $120,000 projects $27,000 • $1 ,173,000 •• $400,000 $800,000 $2,900,000 $1,700,000 $500,000 $1,500,000 $2,000,000 Anticipated Project Year 2017 2022 2017 2021 2021 2018 2017 2019 2020 **This p roject is underfunded given the anticipated solution. Additional funds may be ava ilab le from the MoDOT cost share program. September 15, 2017