NEW MELLE BOARD OF ALDERMEN

MEETING

SEPTEMBER 24, 2009

  

CALL TO ORDER – MAYOR JAN MUSKOPF CALLED THE MEETING TO ORDER AT 7:00.

ROLL CALL- ALDERMEN PRESENT:  DOUG BICE, DON HENDRICH, DARLA GREEN, AND GARY SCHNEIDER AND MAYOR JAN MUSKOPF.  ALSO PRESENT: FINANCIAL DIRECTOR RONNA ALANIZ AND CITY CLERK JO ANN DICKHERBER.  CITY ATTORNEY KARR AND POLICE CHIEF BURKEMPER ARRIVED AT 7:05.

 

PLEDGE OF ALLEGIANCE – RECITED.

 

AUDIT RESULTS FOR 2008 – BOTZ DEAL & COMPANY, CPA’S – MR. ALLAN SCHULTE FROM BOTZ DEAL & COMPANY, CPA’S REVIEWED THE AUDITED 2008 FINANCIAL STATEMENTS WITH THE BOARD REPORTING ON THE FOLLOWING:

THE CPA FIRM HAS GIVEN THE BOARD TWO LETTERS AND THE FINANCIAL STATEMENTS.  THE FIRST LETTER FROM THE CPA’S BASICALLY STATES THE RESPONSIBILITIES OF THE AUDITORS AND THAT THE ULTIMATE RESPONSIBILITY IS WITH THE CITY.  THE SECOND LETTER SHOWS ITEMS THAT ARE DEFICIENCIES, OR A BETTER WORD WOULD BE WEAKNESSES.  THE ITEMS NOTED AS WEAKNESSES ARE 1) SEGREGATION OF DUTIES – MR. SCHULTE STATED IT IS HARD FOR A SMALL CITY TO HAVE SEGREGATION OF DUTIES AND KNOWS WE DO HAVE THE FINANCIAL DIRECTOR DOING THE BANK RECONCILIATIONS, BUT THEY SUGGEST ALSO SOMEONE FAMILIAR WITH THE ACTIVITIES OF THE CITY, SUCH AS THE MAYOR, TAKE A LOOK AT UNOPENED BANK STATEMENTS TO LOOK FOR ANY UNUSUAL TRANSACTIONS.  2)  CHECKING SIGNING – THE CPA FIRM WOULD LIKE FOR SOMEONE OTHER THAN PEOPLE WHO HAS ACCESS TO THE CHECKS AND FINANCIAL SOFTWARE TO SIGN THE CHECKS BECAUSE OF RISK ISSUES.  3)  CREDIT CARDS AND EXPENSE REIMBURSEMENTS- THE CPA FIRM SUGGESTS THE MAYOR INTIAL ALL CREDIT CARD AND EXPENSE REIMBURSEMENTS STATING APPROVAL OF THE EXPENSE.  4)  PERSONNEL FILES – THE CPA FIRM BELIEVES THE PERSONNEL FILES THE CITY HAS ON INDIVIDUAL EMPLOYEES ARE INADEQUATE AND NEED MORE INFORMATION IN THE FILES SUCH AS SEP FORMS, EMERGENCY CONTACT AND BOARDS APPROVALS OF PAY RATES. 5)  BONDS – BONDS COLLECTED BY THE POLICE NEED TO BE DEPOSITED ON A REGULAR BASIS.   

MR. SCHULTE PROCEEDED ON THE REVIEW OF THE FINANCIAL STATEMENTS WITH THE BOARD.  HE EXPLAINED THE CPAS TAKE SAMPLES OF THE TRANSACTIONS AND DON’T LOOK AT EVERY TRANSACTION AND THEY CONFIRM BANK BALANCES WITH THE BANK, AND CONFIRM REVENUES WITH DIFFERENT COUNTY AND STATE AGENCIES.  MR. SCHULTE BELIEVES THE CITY IS DOING A GOOD JOB ON THE FINANCIAL RECORDS.  MR. SCHULTE EXPLAINED THE CITY IS ON A CASH BASIS.  THE KEY ITEMS IN THE FINANCIAL STATEMENTS IS THAT THE CASH INCREASED $61,000 FOR THE YEAR AND AT THE END OF THE YEAR THERE WAS $124,000 IN CASH INVESTMENTS.   THE FINANICIAL STATEMENTS SHOWS SUMMARIES OF THE DIFFERENT DEPARTMENTS AND THE REVENUE THE DEPARTMENTS GENERATE.  THERE IS A SUMMARY OF THE CASH AND RESTRICTED CASH ACCOUNTS COMING TO A TOTAL OF $294,000 AT THE END OF 2008. 

 

APPROVAL OF MINUTES – AUGUST 27 & SEPTEMBER 3, 2009 - ALDERWOMAN GREEN MADE A MOTION, SECOND BY ALDERMAN BICE TO APPROVE THE MINUTES.  ON A CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION PASSED 4-0.  THE MAYOR STATED THE BOARD SHOULD PAY CLOSE ATTENTION TO THE MINUTES IN THE FUTURE, BECAUSE HANDWRITTEN AND RECORDINGS OF THE MEETINGS WILL BE DESTROYED ACCORDING TO STATE GUIDELINES.  THE APPROVED MINUTES ARE PERMANENT RECORDS OF THE CITY. 

 

FINANCIAL REPORT – AUGUST – REVIEWED WITH FINANCIAL DIRECTOR ALANIZ REPORTING ON THE FOLLOWING ITEMS:  THE $25,000 CD AT COMMERCE BANK HAS MATURIED AND SHE GAVE THE BOARD A LIST OF INTEREST RATES AND TERMS OF CD’S AT OTHER BANKS.  AFTER SOME DISCUSSION BY THE BOARD, THEY DECIDED TO LEAVE THE MONEY AT THE LOCAL COMMERCE BANK BECAUSE THE HIGHER RATES AT THE OTHER BANKS DID NOT AMOUNT TO ENOUGH REVENUE TO MAKE IT WORTH MOVING THE CD.  FINANCIAL DIRECTOR ALANIZ REPORTED THAT SHE WILL START TO WORK ON THE 2010 BUDGET.  FINANCIAL DIRECTOR ALANIZ ASKED POLICE CHIEF BURKEMPER IF HE PLANNED ON APPLYING FOR ANY GRANTS FOR 2010.  POLICE CHIEF BURKEMPER STATED HE WAS NOT PLANNING ON IT.

                           

POLICE REPORT – AUGUST – THE BOARD REVIEWED THE POLICE DEPARTMENT STATISTICS REPORT.  ALDERWOMAN GREEN STATED THERE WERE NO DWI’S IN AUGUST WHICH IS GOOD.  CHIEF AARON BURKEMPER STATED HE BELIEVES THAT IS BECAUSE OF ENFORCEMENT.     CHIEF BURKEMPER STATED THE DARE PROGRAM WILL BE STARTING UP SOON AND THE MOUNTED PATROL IS SLOWLY PROGRESSING.   THE TRIATHLON AT DIVE STOP WAS CANCELLED BECAUSE OF THE RAIN AND THE ALTERNATE DATE IS SATURDAY.  CHIEF BURKEMPER STATED THERE WAS ABOUT 15 TO 20 PARTICIPANTS WHO SHOWED UP ON THE 20^TH AND THE CROWD WAS BIG, BUT ALL WERE PARKED ON THE DIVE STOP’S PROPERTY.  MAYOR MUSKOPF STATED THERE WERE SOME QUESTIONS STILL RELATED TO THE PHONE SYSTEM SETUP AND STILL NEED ANSWERS FROM THE ATTORNEY AND CHIEF BURKEMPER.

 

CODE ENFORCEMENT OFFICER REPORT- SEPTEMBER – THE BOARD REVIEWED THE CODE ENFORCEMENT OFFICER’S REPORT.  ALDERMAN HENDRICH NOTED THE REPORT SAYS THAT THE SIGN WAS STILL ON THE TRUCK ON BUTLER’S LOT. 

 

APPROVAL OF DOCUMENTS TO BE DESTROYED – THE MAYOR STATED THERE IS A LIST IN THE BOARD’S PACKETS WHICH HAVE ITEMS TO BE DESTROYED AND THE RETENTION SCHEDULE CODE WHICH STATES THAT THESE ITEMS CAN BE DESTROYED AT THIS TIME.  ALDERWOMAN GREEN ASKED HOW THE ITEMS WOULD BE DESTROYED AND MAYOR MUSKOPF STATED THE ITEMS WOULD BE SHREDDED.  ALDERWOMAN GREEN MADE A MOTION, SECOND BY ALDERMAN BICE FOR APPROVAL OF DOCUMENTS TO BE DESTROYED.  ON A CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION WAS APPROVED 4-0.                                         

 

DISCUSSION OF SPECIAL EVENTS PERMIT- ALDERMAN HENDRICH STATED HE BELIEVES IN CHARGING FOR ADDITIONAL POLICE FORCE.  ALDERWOMAN GREEN STATED SHE BELIEVES IN LOOKING AT THE NUMBER OF PEOPLE PARTICIPATING AT THE EVENT.  CHIEF BURKEMPER STATED HE LOOKS MORE AT THE TRAFFIC MATTERS AND PARKING WHICH CAUSES CROSSING OF THE STREET BY PEOPLE.  ALDERWOMAN GREEN STATED MAYBE WE NEED TO CHARGE A SMALL FEE ACROSS THE BOARD FOR ALL SPECIAL EVENTS.  THIS WILL HELP US TRACK THE ACTIVITY OF THE EVENTS.  ALDERMAN HENDRICH THINKS WE NEED TO MAYBE LOOK AT WHAT OTHER CITIES DO.  CITY ATTORNEY KARR STATED OTHER CITIES HAVE A PERMIT FOR SPECIAL EVENTS WHERE THE EVENT WILL HAVE MAYBE A BAND, RIDES, AND BEER ETC.  THE FEE COULD EVEN BE WAIVED FOR NON-PROFIT ORGANIZATIONS.   AN IMPACT FEE BY LAW HAS TO GO ALONG WITH THE COST THAT YOU ARE GOING TO OCCUR.  FOR THE FESTIVAL, THE POLICE HAVE TO CLOSE DOWN THE STREET AND HAVE ADDITIONAL OFFICERS.  THE CITY COULD EVEN WAIT TO SEE WHAT THE IMPACT IS AND CHARGE THE FEE FOR THE SECOND YEAR.  CHIEF BURKEMPER STATED HE NEVER HAD TO STOP TRAFFIC FOR THE SUPPERS OF THE THREE CHURCH HERE IN TOWN.  ALDERMAN SCHNEIDER THINKS MAYBE CHARGE A LOW FEE.  AFTER MUCH DISCUSSION, THE BOARD DECIDED TO TABLE IT FOR NOW.

 

OPEN FORUM -  MAYOR MUSKOPF STATED SHE WAS CONTACTED BY THE CHAMBER ABOUT PURCHASING LIGHT BULBS FOR THE CHRISTMAS DECORATIONS.  IN THE PAST, THE CITY DONATED $100.00 FOR THIS.  ALDERMAN BICE MADE A MOTION, SECOND BY ALDERWOMAN GREEN TO APPROVE A DONATION OF $100 TO THE CHAMBER FOR CHRISTMAS LIGHT BULBS.  ON A CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION WAS APPROVED 4-0. 

ALDERMAN HENDRICH STATED THE CHAMBER IS ALSO LOOKING FOR A NEW LOCATION FOR STORAGE OF THE CHRISTMAS DECORATIONS.  ALDERWOMAN GREEN WILL CHECK WITH SOMEONE SHE KNOWS TO SEE IF THEY HAVE A SPOT FOR STORAGE. 

 

THE BOARD REVIEWED THE SUGGESTIONS BY THE AUDITORS.   THE MAYOR STATED SHE WAS REVIEWING THE CREDIT CARD TRANSACTION WHEN SHE SIGNS THE CHECK FOR PAYMENT.  THE PERSONNEL FILES ARE BEING WORKED ON AND CURRENTLY, WE HAVE A FILE AT CITY HALL FOR ALL CURRENT EMPLOYEES OF THE CITY.   THE BOARD DECIDED FOR CHECK SIGNATURES THE MAYOR WOULD SIGN THE CHECKS AND ALDERMAN HENDRICH WOULD BE THE SECOND SIGNATURE.  IF ALDERMAN HENDRICH IS UNAVAILABLE, ALDERWOMAN GREEN WILL SIGN.   MAYOR MUSKOPF ASKED THE CITY CLERK IF THE BOND DEPOSIT SITUATION HAS BEEN FIXED.  THE CITY CLERK STATED THE PROBLEM WAS IN THE POLICE DEPARTMENT AND NOT AT THE CITY HALL LEVEL.  CHIEF BURKEMPER STATED HE WILL BE WORKING ON A BETTER SYSTEM TO MAKE SURE THIS PROBLEM DOESN’T HAPPEN AGAIN.  CHIEF BURKEMPER STATED HE WOULD LIKE TO SEE A DROP BOX FOR COURT PAYMENTS AND/OR BONDS.  CITY ATTORNEY KARR DIDN’T KNOW IF A DROP BOX FOR THE PUBLIC WOULD BE A GOOD IDEA.

 

MAYOR MUSKOPF STATED WE STILL NEED TO WORK ON GETTING DENTAL INSURANCE FOR THE OFFICERS.  SHE STATED THE BOARD TALKED ABOUT SELF-INSURING BUT WE NEED TO COME UP WITH LIMITS.  THE BOARD TALKED ABOUT A MEDICAL SAVINGS ACCOUNT FOR DENTAL.  FINANCIAL DIRECTOR ALANIZ EXPLAINED WITH THESE HEALTH SAVINGS ACCOUNT, YOU HAVE TO HAVE SOMEONE AT CITY HALL DECIDING WHAT EXPENSES QUALIFY FOR REIMBURSEMENT AND IT MAY BECOME A PROBLEM AND A LARGE ADMINISTRATIVE ISSUE.  AFTER MUCH DISCUSSION, THE BOARD DECIDED TO GO BACK AND LOOK AT THE OPTIONS FROM METLIFE AND ANTHEM FOR DENTAL INSURANCE.

 

REVIEW AND APPROVAL OF BILLS- THE BILLS PAID FOR THE MONTH WERE REVIEWED AND THE BOARD HAD A COUPLE QUESTIONS REGARDING A FEW BILLS

 

CLOSED SESSION – PERSONNEL – HIRING, FIRING, DISCIPLINING OR PROMOTING EMPLOYEES (Sec 610.021(3), RSMo) –  ALDERMAN BICE MADE A MOTION,  SECOND BY ALDERWOMAN GREEN TO MOVE INTO CLOSED SESSION, PURSUANT TO Sec 610.021(3) TO DISCUSS PERSONNEL. ON A CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION PASSED 4-0.

 

IN CLOSED SESSION, THE BOARD HAD DISCUSSION CONCERNING HIRING A NEW CITY CLERK.  ALDERMAN BICE MOVED TO HIRE LAURIE SCHULTE AT $14.00 PER HOUR, ALDERWOMAN GREEN SECONDED THE MOTION, ON A ROLL CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION PASSED 4-0.  IN THE EVENT LAURIE SCHULTE DECLINES THE OFFER, ALDERWOMAN GREEN MOVED TO HIRE DEEANN BURWITZ, ALDERMAN BICE SECONDED THE MOTION, ON A ROLL CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION PASSED 4-0. 

 

OPEN SESSION – ALDERWOMAN GREEN MADE A MOTION, SECOND BY ALDERMAN BICE TO MOVE INTO OPEN SESSION.  ON A CALL BY THE MAYOR FOR THE AYES AND NAYS THE MOTION PASSED 4-0.

 

ADJOURNMENT- ALDERMAN BICE MADE A MOTION, SECOND BY ALDERWOMAN GREEN TO ADJOURN.  ON A CALL BY THE MAYOR FOR THE AYES AND NAYS, THE MOTION WAS APPROVED 4-0.   THE MEETING WAS ADJOURNED AT 9:20 P.M.