CITY OF NEW MELLE
REGULAR SESSION OF THE BOARD OF ALDERMEN
JUNE 7, 2010
Call to Order: A Regular Session of the Board of Alderman of the City of New Melle was held on Monday, June 7, 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 Absent Alderman Carol Proveaux Present
A quorum was declared by City Clerk – DeeAnn Burwitz.
City Attorney – Stephanie Karr, Police Chief – Aaron Burkemper and Michele Graham – Botz, Deal & Company, Diane Sudbrock – Boone Country Connection and Scott Dieckhaus – Missouri House district 109 Representative were also present.
Pledge of Allegiance: Everyone stood and recited the Pledge of Allegiance.
Financials with Botz, Deal & Company:
Mayor Arteaga welcomed and introduced Michele Graham from Botz, Deal & Company who was invited to this meeting to answer financial questions from the Board.
Alderman Hendrich requested clarification of City funds held as cash and asked which if any of these funds could be invested for a higher rate of return.
Ms. Graham confirmed the accounts held as cash and stated it depends on the City’s short and long range planning goals for the timing of when the City may need access to each of these funds. Obviously, you would not want to tie up the general revenue fund as it is used for the day to day operations, payroll, etc. However, restricted use funds such as the transportation fund could be invested until needed for an authorized use of these funds.
Alderman Hendrich asked if the account descriptions could be expanded to contain more detail such as when funds are typically received and expended by account.
Ms. Graham stated the current account descriptions are very typical of most municipalities and generally there is little room for expansion of the description within the chart of accounts. She suggested creating an accounting policy that could better define each account and elaborate on the sources of revenue and expenses and their typical timing given a five year history.
Alderman Bice asked about budgeting on a monthly or year to date basis rather than an annual budget.
Ms. Graham stated most operate with an annual budget unless they can afford professional staff to analyze and forecast their revenues and expenses on a month by month basis. Even then, and especially being on a cash basis, revenues or expenses may not hit in the month planned for and cause your figures to be off.
Mayor Arteaga asked what the transportation sales tax funds can be used for.
Ms. Graham stated transportation funds are restricted to roads, shoulders, curb and gutter, mass transit and is generally self explanatory as it needs to be transportation related.
Mayor Arteaga questioned sidewalks stating walking is a mode of transportation.
Ms. Graham stated nowhere does it state that transportation funds can be used for sidewalks. Sidewalks are outside the realm of what the transportation tax funds can be used for.
Mayor Arteaga asked if bank statements should be included in the Board’s packets along with the financial statements each month.
Ms. Graham highly cautioned against making copies of bank statements and suggested other reports available through QuickBooks that would give the Board a more detailed listing of transactions.
Mayor Arteaga asked Ms. Graham for suggestions as to what to look for in a bookkeeper.
Ms. Graham stated a bookkeeper generally records the day to day transactions and believed the City needed someone to provide checks and balances that are well versed in governmental accounting and budgeting. She also recommends someone capable of understanding and managing the City’s various restricted funds and possibly some investment knowledge.
Alderman Hendrich stated we are looking for much more than a bookkeeper as the Mayor had suggested.
Ms. Graham stated the Board has the ultimate responsibility for every dollar the City has and should have or develop short and long term plans for how and when to best utilize the capital and other restricted funds.
Alderman Bice stated the Board has been lacking proper guidance and understanding of capital funds and management thereof.
Ms. Graham suggested implementing a finance committee that includes people outside of the Board that have backgrounds in accounting who can advise the Board but have no decision making authority. This finance committee could also perform the checks and balances of reconciling bank statements, preparing financial statements and report to the Board at the monthly meetings.
Discussions had around funds and the appropriate use and restrictions of them.
Alderman Bice mentioned amendments to budgets and stated his reluctance to spending down reserves of capital funds when it appears likely the City will incur a shortfall again this year which will require an amendment to the current budget.
Ms. Graham stated budgets should be amended as according to statute, the City is not allowed to spend more than was budgeted in a given year. As unforeseen needs arise, such as building repairs, heating and cooling system, or even the purchase of a police car, the budget will need to be amended. Also to be considered is making the best use of the funds available. Should the City use capital improvement funds or general revenue for the purchase of a police car for instance? Another thing to consider is holding off on unnecessary expenditures until closer to the end of the year to see if adequate funding is left in the budget for them.
The Board thanked Ms. Graham for attending and for her clarifications and advice.
Off Agenda:
Mayor Arteaga introduced Scott Dieckhaus as a guest who is a House Representative of the 109th district.
Representative Dieckhaus stated he saw the Washington Bridge Committee resolution request on the agenda, which is a big issue in his district, and offered to serve as a resource or answer any questions the Board may have. He represents Northeast Franklin County including the cities of Washington, Grey Summit, Labadie and Southwest St. Charles County including Defiance, New Melle and Weldon Spring Heights.
Approval of Minutes:
On motion of Alderman Bice, second by Alderman Hendrich, the Aldermen voted 2 “Aye”, 1 “Abstained” (Alderman Proveaux), 1 “Absent” (Alderman Jokisch-Messig) to approve the minutes from May 3, 2010 as submitted.
Alderman Hendrich noted a correction needed to the minutes of May 17th on page 4, under the heading of “Off the Agenda: Mayor Arteaga stated he called the water district regarding the loan that was taken out by the City of New Melle. In 1997, the City borrowed $168,000 at 8% interest for a 20 year loan.” Replace City of New Melle in the first sentence and City in the second sentence with Public Water & Sewer District #2 as this was not a loan of the City of New Melle.
On motion of Alderman Bice, second by Alderman Hendrich, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve the minutes from May 17, 2010 as corrected.
Police Report – May:
Alderman Hendrich noticed an increase in assisting outside agencies.
Chief Burkemper stated a lot of these are outside of their normal venue and vary from assisting with accidents to traffic control requested by the fire department. Other agencies are utilizing the New Melle Police Department as a resource for assistance.
He stated a rise in seatbelt violations as the state has put more and more emphasis on seatbelt enforcement and education.
Alderman Bice mentioned his ride along with Officer Nixon and noted his fair-mindedness of the traffic stops made.
Chief Burkemper requested a lease agreement to use an all terrain vehicle (ATV) or gator type vehicle at the New Melle Festival similar to the lease agreement for the horses. This vehicle is used after dark to go after people wandering off the grounds where the police cars can’t go and the horses are gone by dark due to safety concerns.
Attorney Karr stated this would be the same agreement as has been used in previous years and can be added to the motion under new business (E.).
Chief Burkemper encouraged the Board to take advantage of the ride along program.
No other comments or concerns.
OLD BUSINESS:
A. Award Cross of Merit to Chief Burkemper
Mayor Arteaga turned this over to Alderman Bice.
Alderman Bice read the proclamation as follows:
New Melle Police Department
Cross of Merit
has been awarded to
Chief Aaron M. Burkemper
for outstanding meritorious service while performing duties of great responsibility.
During his tenure as Chief of Police, Aaron Burkemper has made significant positive changes to the New Melle Police Department. These changes include, but are not limited to: changing the attitude of the police officers from traffic oriented to community oriented; making necessary personnel and supervisory changes; empowering the police officers to use their own discretion while maintaining a centralized leadership; successfully obtaining necessary equipment in the form of prisoner transportation cells, vehicle prisoner partitions, shotgun racks, flashlights, LED vehicle lights, portable radios, and a radio repeater all through various Block Grants; and creating a new visible identity for the Department with new uniform patches, badges, vehicle graphics and an internet presence.
Given this 26th day of May, 2010
Signed by the Mayor and Board of Aldermen.
Alderman Bice presented Chief Burkemper with two copies of the proclamation, a box containing a pin with ribbon and medal attached and a pin for his uniform.
Pictures were taken and congratulations given to Chief Aaron Burkemper. Officers Garrett Nixon, Dan Cushing and Phil Blanton were present to honor and support Chief Burkemper.
B. Approve Upgrade of CenturyLink Services and REJIS Contract
City Clerk Burwitz stated the City could upgrade one incoming DSL internet service line with a higher broadband width and a static IP address; thus eliminating the second incoming DSL line and modem for a cost savings of $22.95 per month. Computer Paramedics in Wentzville submitted a proposal of $260.00 to run cable between City Hall and Police Department and set up a router for an isolated secure network between the two entities and still share Internet.
Alderman Hendrich stated this lays the ground work of requirements for REJIS and even without REJIS, the upgrade with CenturyLink offers a cost savings to the City.
Mayor Arteaga asked about the contract with REJIS.
City Clerk Burwitz stated the contract with REJIS is providing them with the necessary information about our system and equipment so they can provide us with a bid or quote for their software services.
On motion of Alderman Hendrich, second by Alderman Bice, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve the upgrade of internet service from CenturyLink, the proposal from Computer Paramedics for the related work, and the REJIS contract for bid proposal.
C. Opinion Poll:
The Board members looked over the opinion poll as prepared by Alderman Bice. Discussion followed and the content as presented was acceptable to all. Alderman Bice will revise the format of the poll for submittal to the Boone Country Connection (BCC). Mayor Arteaga will modify the cover letter prepared by Alderman Bice and use it as part of the Mayor’s letter in the BCC.
D. Drop Box
City Clerk Burwitz presented four drop box proposals for the Board’s consideration stating the two least expensive models appear to be the same size and style with the only difference being about $50 in price.
Alderman Hendrich asked the City Clerk if she had a preference of one box over another.
City Clerk Burwitz stated she had no preference and since the only apparent difference between the two most reasonably priced units is the cost, she would suggest the least expensive.
Alderman Bice asked how much the installation costs would be and would like to know the total cost of this project before approving it.
By consensus, the Board chose SelectAlarms.com for a through-the-wall drop box for $440.80 including shipping & handling.
Item Tabled for installation bids.
E. Approve Sign Replacement for Code Enforcement Officer:
Mayor Arteaga asked about the cost to replace the magnetic sign.
Alderman Hendrich stated the price quoted was $55.14 to replace one magnetic sign through Dianne Sudbrock of The Write Design.
On motion of Alderman Hendrich, second by Alderman Proveaux, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve $55.14 for a magnetic sign replacement for the Code Enforcement Officer provided by The Write Design.
F. Approve Sale of Police Car:
Chief Burkemper suggested selling the 2007 Chevy Impala police car. He stated MOPERM would prorate a refund of insurance premiums already paid on the car. The car will be free and clear after the last payment due by July 15, 2010 saving the City $561 per month.
Alderman Bice stated he would only support the sale of the car if the savings realized from the sale were used to increase employee wages.
On motion of Alderman Bice, second by Alderman Hendrich, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve sale of the 2007 Chevrolet Impala when we have a clear title and the car has been stripped of equipment; sale shall be done by advertised bid.
OPEN FORUM:
City Clerk Burwitz informed the Board that she will post the City Hall as being closed Friday, June 11th as she will be out of town that day for a church function and Friday, July 2nd in preparation for her daughter’s wedding on July 3rd.
NEW BUSINESS:
A. Special Event Permit Application – New Melle Festival:
On motion of Alderman Hendrich, second by Alderman Proveaux, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve the Special Event Permit for the New Melle Festival upon receipt of $500.
B. Washington Bridge Committee Resolution Request:
Discussion evolved in support of the Washington bridge project as the bridge has been a vital means of connecting residents of New Melle and the greater community with Washington, Missouri and its surrounding area. Providing a resolution of support does not involve any financial commitment from the City.
On motion of Alderman Bice, second by Alderman Hendrich, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve resolution, yet to be drafted, in support of the Washington Bridge Project.
C. St. Charles County P&Z Rezoning Application #8757:
Board members reviewed the above mentioned application submitted to St. Charles County for property near but not in the City Of New Melle. This is primarily informational only unless the Board has any objections to the rezoning request. Discussion ensued and there were no objections from the Board.
D. Electric Problems at City Hall:
Mayor Arteaga stated he was unable to turn on the lights at the last P&Z meeting and suggested having someone check into possible electrical problems.
City Clerk Burwitz stated the problem is likely with the florescent lighting and not the switches or wiring. It generally takes a couple of times turning the lights switches on, off and on again until the lights finally come on and stay on. She noticed the most trouble turning the lights on when humidity was high.
Mayor Arteaga stated a professional electrician should be contacted to check out the lighting.
Consensus of the Board
is to have the lighting (at City Hall) inspected and bring any bids for work
to be done back to the Board for approval shall be charged to Property
General Repair & Maintenance.
E. Lease Agreement with Amy Burkemper – Use of Horses:
On motion of Alderman Bice, second by Alderman Proveaux, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to approve the lease agreement with Amy Burkemper for the use of her horses for the New Melle Festival and authorize the Mayor to sign a lease agreement for the use of an all terrain vehicle or gator-type vehicle once drafted in accordance of those from years past for this purpose.
Adjournment:
On motion of Alderman Bice, second by Alderman Hendrich, the Aldermen voted 3 “Aye”, 1 “Absent” (Alderman Jokisch-Messig) to adjourn the meeting at 9:05 P.M.
Respectfully Submitted, Accepted,
DeeAnn Burwitz, City Clerk Ernest Arteaga, Mayor