CITY OF NEW MELLE

REGULAR SESSION OF THE BOARD OF ALDERMEN

MAY 3, 2010

Call to Order:  A Regular Session of the Board of Alderman of the City of New Melle was held on Monday, May 3, 2010 at 7:00 P.M.  The meeting was held at the New Melle City Hall, located at 145 Almeling Street, New Melle, Missouri.  The meeting was called to order by Mayor Ernest Arteaga.

Roll Call:

Alderman Don Hendrich                  Present           Alderman Doug Bice             Present

Alderman Janet Jokisch-Messig       Present           Alderman Carol Proveaux    Absent

A quorum was declared by City Clerk – DeeAnn Burwitz.

City Attorney – Stephanie Karr, Police Chief – Aaron Burkemper and Diane Sudbrock – Boone Country Connection were also present.

Pledge of Allegiance:  Everyone stood and recited the Pledge of Allegiance.

Approval of Minutes:

On motion of Alderman Jokisch-Messig, second by Alderman Hendrich, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to approve the minutes from April 22, 2010 as submitted. 

On motion of Alderman Hendrich, second by Alderman Jokisch-Messig, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to approve the minutes from April 26, 2010 as amended. 

Police Report – April: 

Mayor Arteaga questioned the manner by which he observed the City Clerk and Police Chief handle a citizen in regards to a citation they received and were trying to resolve. 

City Attorney Karr explained how this matter was handled correctly and why. 

Mayor Arteaga wanted City staff to be more accommodating to the public in such instances.

City Attorney Karr stated New Melle’s Municipal Court is already more accommodating than most other courts.

Chief Burkemper mentioned he attended a Blue Star Memorial Highway dedication at the New Melle VFW on April 24, 2010.

Chief Burkemper stated Officer Megan Maier turned in her resignation as she obtained a full time position with the Missouri State Patrol. 

Alderman Hendrich asked about replacement efforts.

Chief Burkemper stated he had resumes and applications to be reviewed and briefly explained the new application process for the department.

No other comments or concerns.

OLD BUSINESS:

A.  Ideas and Format for Opinion Poll

Mayor Arteaga asked Alderman Bice to coordinate this effort.

Alderman Bice agreed to field suggestions and report back to the Board.

Lengthy discussions regarding content, method of delivery and ideas ensued, however the details will be worked out in the next work session. 

OPEN FORUM:

City Clerk Burwitz informed the Board that she will need two (2) or three (3) days off sometime during the week of May 17^th to help her daughter move to North Carolina.  Exact dates are unknown at this time.

NEW BUSINESS:

A.  Bill #309 Amending Government Code Chapter 110.170

      Regular Meetings – Work Sessions

City Attorney Karr noted a correction from Regulation Meetings to Regular Meetings needed to be made prior to signing.

On motion of Alderman Bice, second by Alderman Jokisch-Messig, to have the first reading, short form.  On a call by the Mayor for the Ayes and Nays, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to hear the first reading, short form.

After the first reading, Alderman Bice made a motion, second by Alderman Jokisch-Messig, to approve the first reading.  On a call by the Mayor for the Ayes and Nays, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to approve the first reading, short form.

 On motion of Alderman Hendrich, second by Alderman Bice, to have the second reading, short form.  On a call by the Mayor for the Ayes and Nays, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to hear the second reading, short form.

After the second reading, Alderman Bice made a motion, second by Alderman Hendrich, to approve the second reading.  On a call by the Mayor for the Ayes and Nays, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to approve the second reading, short form.

Alderman Bice made a motion, second by Alderman Hendrich, to approve Bill No. 309 as an Ordinance.  On a roll call vote, the motion passed as follows:

ALDERMAN DOUG BICE –                                              AYE

ALDERMAN DON HENDRICH –                                     AYE

ALDERMAN JANET JOKISCH-MESSIG  –                   AYE

ALDERMAN CAROL PROVEAUX –                              ABSENT               

BILL NO. 309 IS NOW ORDINANCE NO. 299.

Mayor Arteaga asked if the Financial Reports and Code Enforcement Officer Reports can be added at the beginning of the BOA Work Session meetings since they will not be available for the Regular Meetings on the first Monday of each month.

City Attorney Karr stated that is acceptable as long as they are listed on the Work Session Agenda.

Mayor Arteaga stated Sullivan Publications told him the City Clerk can modify the code book for new ordinances by making the proper changes and reprinting the corrected pages for each code book.  The City Clerk is authorized to amend the code books for minor changes and amendments, and Sullivan Publications will be contacted to write new ordinances that are too extensive or complicated. 

B.  Appoint and Approve Members to the Board of Adjustment

Mayor Arteaga stated he contacted the current members listed on the Board of Adjustment and found John Anderson is deceased and Bill Winkle no longer wishes to be on the Board of Adjustment which created two (2) openings.  He recommended Bill Pollihan and Wally Karase to fill the vacant positions on the Board of Adjustment.

On motion of Alderman Jokisch-Messig, second by Alderman Bice, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to appoint and approve Bill Pollihan and Wally Karase to the Board of Adjustment.

C.  Flag Pole for City Hall

Mayor Arteaga presented his suggestions for a forty (40) foot fiberglass or aluminum flag pole with an eight (8) foot by twelve (12) foot flag that would be spot lighted.

Alderman Bice asked if this project needed to go out for bids.

City Attorney Karr stated according to statutes the City is not required to go out for bids.  However, cost estimates are needed.

Mayor Arteaga presented his preliminary cost estimates from the four (4) companies he has researched so far.  Flag pole prices ranged from $1,430.00 to $2,800.00 and flags were around $200.00 to $250.00.

Aldermen Hendrich and Bice shared a concern that the electric panel at the City Hall may not be adequate to accommodate the additional load required for the spot light.

Mayor Arteaga suggested Wally Karase, a licensed electrician, to check out the City’s electric panel and perhaps be contracted to do the electrical work required.

Alderman Jokisch-Messig suggested trying to get a flag donated.

Mayor Arteaga stated he would like to get this done by the fourth of July and have the VFW do a ceremony here.

Alderman Hendrich stated more research should be done regarding electric and feasibility.

Aldermen Bice and Jokisch-Messig questioned placement and if it would interfere with power lines or other liability issues if it fell during a storm.

Alderman Bice inquired as to whether the cost would come from capital expenditures.

This was agreed upon by the Board.

Item Tabled by Mayor Arteaga until the next Board meeting pending additional information.

D.  Payment Drop Box

Mayor Arteaga directed everyone’s attention to the flyer provided in their packets; however, he suggested a simple drop thru slot in the door where the mail would drop onto the floor.

City Clerk Burwitz disagreed with the Mayor and stated the requests from citizens to provide a secure place where they can drop off cash, checks or money orders to pay their traffic fines.  She suggested a secure locked box depository with keys issued only to the Court Clerk and City Clerk preferably a thru-wall or in-wall unit for maximum security as a curb-side unit is more prone to vandalism.

Alderman Hendrich briefly studied possible placement feasibility.

Mayor Arteaga stated comment well taken and asked the City Clerk to bring dimensions and costs back to the Board for further consideration.  Item tabled.

E.  Festival

Mayor Arteaga asked for comments regarding the festival and what effect it has on the police department.

Chief Burkemper stated other than having additional officers available, it is business as usual.  They may have a mounted patrol during family night at the festival.

Mayor Arteaga asked if wages of the additional officers comes out of the department’s budget.

Chief Burkemper stated there is a special line item in the budget for additional costs incurred for the festival.

Mayor Arteaga asked if permits or liquor licenses have been applied for.

City Clerk Burwitz stated the special event application was recently requested but has not been submitted yet.

City Attorney Karr stated that the full liquor license granted to New Melle Sports & Recreation covers the event without the need for a separate license.  As long as alcohol is kept on the premises, there shouldn’t be an issue.

Mayor Arteaga asked if this would be monitored.

Chief Burkemper stated yes.  There is an open container ordinance that requires people to finish their drink or dump it out prior to leaving the grounds.  (On 05/07/10 City Clerk Burwitz asked Chief Burkemper for clarification of “grounds” in the previous sentence.  Chief Burkemper stated the City’s code prevents open containers of alcohol in public places such as sidewalks, streets, parking lots, etc. that are designated as public places.  Alcohol consumption and open containers must be confined to the property owned and maintained by New Melle Sports and Recreation.)

F.  Speed Limit Changes on East and West Hwy D

Mayor Arteaga stated he spoke with Lucy Smith from MODOT who received orders from Jim    that she could establish where New Melle’s city limits are on the highway and they are in agreement with our current annexation map.  Mayor Arteaga asked where the exact location of the eastern boundary of Highway D is.

Alderman Bice stated the boundary goes a little past Hopewell according to the map.

Mayor Arteaga stated he wants the 45 mph speed limit sign located on the east side of Hopewell Road.

Chief Burkemper stated the city limit sign with population listed was located before but it was vandalized and removed.

Mayor Arteaga stated he would talk to MODOT again and ask if there is such a thing as a security sign that would prohibit vandals.  Consensus of the Aldermen, Chief, and City Attorney was that there is no way to make street signs tamper proof.

Mayor Arteaga stated he will try again to get the 45 mph sign on East Highway D in as soon as possible as he is waiting for a return call from Lucy Smith.  As for west end of Highway D, he stated a 45 mph speed limit sign should be placed at the city limits and move the current 35 mph speed limit sign to where the road is that goes to the cell tower.

Alderman Hendrich objected to moving the 35 mph sign as that would put it too close to the school zone which is posted at 25 mph. 

Mayor Arteaga stated he is really big on this because of complaints he has received about the sudden reduction to 35 mph.

Alderman Hendrich stated by adding a 45 mph sign at the city limits, traffic will be able to step down gradually upon entering the city and restated his concerns for leaving the 35 mph sign where it is currently located.

Mayor Arteaga was insistent upon the relocation of the 35 mph sign and offered to call the Aldermen and Police Chief when he was ready to suggest his plan to MODOT.

Chief Burkemper and Alderman Hendrich voiced their opposition to moving the 35 mph sign.

All were in agreement with having the speed limit step down from 45 mph at the city limits and then to 35 mph. 

Mayor Arteaga again stated he would call the Board members when he talks to Lucy Smith from MODOT and they can view the area together with Lucy.

Alderman Bice stated concerns that moving the 35 mph sign would compromise safety by putting it closer to the school zone.

Chief Burkemper agreed and stated the current location of the 35 mph sign was established with those safety concerns in mind.  He stated there is a Reduced Speed Ahead sign posted prior to the 35 mph sign which in theory traffic should slow down prior to reaching the 35 mph sign.

Mayor Arteaga stated nobody abides by Reduced Speed Ahead signs. 

The Board is in agreement with the concept of stepping down the traffic speed and the placement of 45 mph speed limit signs at the city limit boundaries.  Concurrence on the issue of relocating the 35 mph sign from its current position needs to be established.

Item tabled.

G.  Contract with REJIS

Mayor Arteaga explained this was a recommendation from the Court Clerk as a replacement software system due to the fact the current court software is being phased out and will no longer be supported in 2011. 

City Clerk Burwitz explained her conversations with the Court Clerk, CenturyLink and Bob Perkins with REJIS.  The Court Clerk would like the Police Department and Municipal Court to integrate software that allows both sides to share information which will improve efficiency.  The City Clerk’s discussions with CenturyLink and REJIS were to gather the needed information to complete the REJIS Internet Connection Checklist that will be used by REJIS to submit a proposal to the City.

Alderman Jokisch-Messig asked what a static IP address was.

City Clerk Burwitz explained an IP address is assigned by the Internet Service Provider and can be static, meaning it never changes, or a non-static address that changes each time you login.  The REJIS system requires a static IP address that does not change and there is no additional cost to obtain a static IP address from CenturyLink.

Mayor Arteaga stated the Court Clerk, Sharon Orlando, was very good about alerting us and bringing this to us and suggested the Board proceed with REJIS.

Alderman Bice questioned the two forms provided by REJIS, one being the Internet Connection Checklist we were discussing and the other being a Contract which needs Board approval.

Alderman Hendrich suggested that the City Clerk obtain the cost estimates from CenturyLink for switching from two DSL lines to one higher speed DSL line including the labor to install it before proceeding with REJIS.

Mayor Arteaga questioned the workstations listed and asked if these were optimum.

City Clerk Burwitz stated the two workstations listed are the two specific computers, one at City Hall and one in the Police Department, which will be designated to run the REJIS program.

Chief Burkemper stated the computers have been adequate for our needs but certainly are not the latest and most up to date on the market.

Alderman Bice stated the general timeline for refreshing CPU’s (Central Processing Units) is three (3) to five (5) years.  We should look at the age of our computers and budget accordingly.  He also raised the question of backing up files.

City Clerk Burwitz stated only the financial computer is backed up regularly.

Chief Burkemper stated the Police Department’s computers are not backed up either.

Alderman Bice asked the City Clerk and Police Chief to report back to the Board as to the age of the City’s computers and costs to provide adequate backup methods.  The board will then be able to include this in their budget process for 2011.

Alderman Hendrich asked the City Clerk to get a timeline as to down times from CenturyLink that may be caused by the changes and installation process.

Item Tabled pending further details and updates from the City Clerk and Police Chief.

Mayor Arteaga stated he had a couple of other issues for new business not listed on the Agenda.  St. Charles County Council sent a resolution they are asking us to join them on regarding adopting international residential codes that includes a mandate for residential sprinkler systems in one and two family construction.  They are asking us to support it too. 

Alderman Bice asked that this item be tabled because it is not listed on the agenda and the Board has not been given a copy of the resolution to review ahead of time.

Mayor Arteaga stated he just received this correspondence.

Alderman Bice asked that the Board be given copies and a chance to review it before discussing it further.

City Attorney Karr stated the City does not have this code so even if legislature passes this bill, it will have no effect on the City of New Melle either way.

Mayor Arteaga brought up 2010 Census issues and stated he has talked with representatives of the Census Bureau and Postal Service about his concerns.

Mayor Arteaga asked the City Clerk to make copies of a flyer from the United States Postal Service (USPS) and hand them out to the Board.  He explained that the USPS has requested an opportunity to hold a public hearing at the City Hall regarding “A 6-step primer on community involvement concerning expansion or relocation of your main post office” which is required of them by law.  The City of New Melle is currently served by four post offices, New Melle, Wentzville, Foristell and Defiance.

Review of Bills:

Mayor Arteaga asked the City Clerk to tell the Board what is coming up regarding electronic bill paying.

City Clerk Burwitz stated it will be on the next Work Session Agenda.

On motion of Alderman Jokisch-Messig, second by Alderman Bice, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to accept the bills as paid.

Adjournment:

On motion of Alderman Bice, second by Alderman Jokisch-Messig, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Proveaux) to adjourn the meeting at 8:51 P.M.

Respectfully Submitted,                                            Accepted,

DeeAnn Burwitz, City Clerk                                      Ernest Arteaga, Mayor