March 2013 Board of Aldermen Meeting March 20, 2013

March 2013 Board of Aldermen Meeting

March 20, 2013

Minutes of March Meeting

Flint Hill Board of Alderman

Held on March 20 , 2013 @ 6:00 p.m.

Knight’s of Columbus Upper Level
Members present and absent:

Mayor Doug Wynn – present

Alderman Alan Carter – present

Alderwoman Jackie Jackson - present

Alderman David Schmidt – present

Alderman Christopher Jacobsen – present

City Attorney Matt Fairless

City Clerk Becky McCollum

The March 2013 Board of Aldermen meeting was called to order at 6:00 p.m.
1^st Item: Pledge of Allegiance
2nd Item: Meeting called to order, roll call, approval of minutes
Mayor Doug Wynn called the meeting to order. Alderman Jacobsen made a motion to approve the agenda. Alderman Jackson seconded the motion. The city clerk reports 4 “yes,” 0 “no,” and 0 “abstain” votes. Motion carried.
A copy of the written February 11, 2013 regular minutes were emailed (as requested) to the Board of Aldermen in advance of the meeting. The City Clerk asked if everyone had received copies of the minutes. All had.
Alderman Schmidt made a motion to approve the regular Board meeting minutes, from the February 11, 2012 Board Meeting. The motion was seconded by Alderman Jacobsen. The City Clerk reports 4 "yes," 0 "no," and 0 "abstain votes. The minutes for the regular Board meeting stand approved on this day, March 20, 2013.
3rd Item: Open Forum - none

4th Item Bill 2013-05 draft Amendment to 2009 ICC Code

(regarding fire sprinklers)
Discussion and update began with the separation of building and fire code inspections to allow for total fire code occupancy to be in the jurisdiction of the Wentzville Fire Protection District. City Attorney Matt Fairless presented a draft bill in his work on this document.
As previously discussed, the central issue was the removal of all fire code requirement jurisdiction from the City Building Official inspection criteria for all building permits. Originally, a suggestion was made for total removal of all references to the Fire Code. After discussion with Bob Barclay, City Building Official, and his review of this draft; Bob Barclay stated that there are too many cross references between the ICC and the separate Fire Code specific, to totally 'remove' fire code inspections criteria.
City Attorney Matt Fairless explained that this draft of Bill 2013-05 would include the removal of the requirement for automatic sprinkler systems in the A-2 Assembly Group. This group is descried as "Assembly uses intended for food and/or drink consumption including but not limited to, Banquet Halls, Night Clubs, Restaurants and Taverns and bars."
After no further discussion, Alderman Jacobsen made a motion to introduce and table Bill 2013-05, with the removal of the language specifying assembly uses, and reference only to the fire sprinkler requirement authority being under the total jurisdiction of the Wentzville Fire Department when any commercial usages required sprinklers. Alderman Jackson seconded the motion. The vote is reported as 4 “yes,” 0 “no,” and 0 “abstain” votes. Motion carried.
5th Item: Flint Hill Country Estates- Steve Ridgway and Mike Lumia

Request for Return of Plat 2-40' Road Easement Dedicated to Flint Hill

Steve Ridgway and Mike Lumia, of the Flint Hill Country Estates, DLR Developers, are proposing a request to have the 40' 'road' easement, which was dedicated to the City, that runs along the rear (east side) of Flint Hill Country Estates Plat 2 returned 'back' to the subdivision. They believe it will never be any type of road, and " it is causing lot sales to fall thru on those remaining open lots in the subdivision. Mike Lumia said it was something that GBA forced the issue on, when under design and approval. DLR, as the subdivision developer, did not really ' want ' to have it as a road easement, when the subdivision Plat 2 was recorded in 2005. They, DLR, will plan on allowing it to be a utility easement, and will continue to maintain the land; as the City has never maintained that easement.
The 40' road easement, is approximately 1830 feet long, running lengthwise at the rear of the subdivision, along all of the 'rear' lots as recorded on Plat 2. (Most are vacant/unsold at this time.) It is a boundary to a large tract of acreage belonging to the Sachs family, that is not in the City limits. One design for the un-funded Mexico Rd corridor, was to be directed along that area.
As City Engineer Tom Rothermich was unable to attend, his comments and advice on this request was presented to the Board in an email, about the request to reduce the easement at the east side of FH Country Estates. According to Tom Rothermich, there remains the possibility of extending/rerouting Mexico Road from the north point of Wentzville's recent Mexico Road upgrade north to Hwy P. Fort Zumwalt School District

still owns adjoining ground and if they were to build, development along that corridor would likely increase.

The current/existing easement, under discussion was likely done because of the Master Plan. The power point presentation made to the public when the Master Plan was updated shows new residential east of the City with access from the new arterial.

Without the arterial, access becomes a problem. There is not a viable alternative and, if the City relinquished that easement, it would be much more difficult, and expensive, to acquire land and/or easements in the future should the project move forward.

Tom Rothermich also relayed, in his email to the Board, that it is similar, although on a different scale, to what MoDOT and St Charles County had done for the Page extension in St Charles County. As properties were sold/developed, easements were acquired. This started years ago and, now that the extension is working it's way towards Hwy 40/I-64, there are few issues with land acquisition and possibly millions of dollars have been saved. In (email) conclusion Tom Rothermich, as City Engineer is unaware of any benefit to the City to alter the easement and, from an engineering perspective, is unable to recommend it at this time.
The Board recommended that the City Clerk contact City Engineer Tom Rothermich and have him research the Mexico Rd Project priority. Further information is needed on its funding and if it is on some type of 5 year or 10 year type plan.
6th item: Sarah McCabe - Grant Writer
Resident Amanda Neubauer attended the meeting to introduce a potential grant writer for the City, Sarah McCabe. Her background includes a degree in social work and she currently works for the federal government for Veteran's Affairs. She expressed interest in writing grants for the City.
The Board welcomed her and Sarah McCabe provided information on her past success with grants as related to her previous applications. Ms. McCabe will create some type of compensation proposal and present it to the Board at the April Board Meeting.
7th Item: St. Theodore's Parish Liquor License
St. Theodore's Parish has submitted a liquor license for three one-day events as separate from their annual renewal. The dates for the one-day events are June 1, July 21 and September 15, 2013.
Alderman Jackson made a motion to approve this application for a 3 day picnic liquor license. Alderman Jacobsen seconded the motion. The vote is reported as 4 "yes," 0 "no," and 0 "abstain" votes. Motion carried.

Vote:

Alan Carter-yes

Jackie Jackson-yes

Dave Schmidt-yes

Chris Jacobsen-yes

8th Item: Funding Request for Hwy P - Hwy 40-61 Project
Separately, City Engineer Tom Rothermich had been asked by Doug Forbeck, of Wentzville, to discuss with the Flint Hill Board and to investigate any available dollars to participate in the intersection improvement project. Wentzville has 2.5 million committed to the project and Wentzville has paid for additional study work for the EA portion of the overall project, with County assistance.

Per Tom Evers, P.E., with MoDOT, the cost appears to be at $12,590,238, which includes work at P/Peine interchange and the three at-grade crossings between Rte. A and Rte. P. There must be at least a 50% local contribution, and right now the cost share application only has $6,000,000. We need an additional $295,119 to be an eligible application. If MoDOT cannot get commitment quickly, they will table this until the next meeting in July.

A suggestion was made from Wentzville, to commit funding from the City of Flint Hill motor fuel tax dollars. As to the question of our motor vehicle funds/taxes collected from the MO Dept of Revenue; the following figures were presented by the City Clerk. City revenue from vehicle motor funds income, (of fuel tax, vehicle sales, fees, etc.) amount budgeted for 2013 is estimated at $16,500 annually. (2012 was $15,729) Of that amount we allocate the new St Charles County Road Agreement contract, of $13,960. Separately, the City was asked to commit funds in a 20% cost-share with the County, for the Mexico Rd 2" Overlay Project (of 2015-16), in the amount of $16,000. We also currently (assign) pay the City electric/street lights bill of $800. monthly from this motor vehicle funds/revenue source.
The Board suggested that City Attorney Matt Fairless prepare further information on a possible property tax increase proposition, for voter approval by the residents. This potential tax increase would be designated for roads and transportation, and could be used for a bond for road and transportation improvements in conjunction with the future Hwy P project.
9th Item: DSD District: Flint Hill Business and Commercial Property

Owners Meeting

The goal of meeting with City commercial property owners and future or present Flint Hill business owners was determined to be in the best interest, if a meeting is scheduled with the Mayor of Cottleville, after the April 2nd Election.

10th Item: Engineering Report

The City Engineer, Tom Rothermich, submitted information via email to the Board regarding his future meeting , as yet not scheduled, with Scott Lee, of the City of Wentzville. The Board maintains it position that the proposed, (increased,) Wentzville base rate includes the cost of billing and administration and maintaining and improving the Wentzville wastewater lines; those charges do not apply to the City of Flint Hill. Only the charges of actual wastewater treatment for the residents of Flint Hill should be applied.

The City Engineer and City Clerk requested direction from the Board of Aldermen in proceeding with 3 City properties who are not in compliance with the zoning code in respect to illegal storage onsite. The Board directed letters be issued with a time and date for full compliance, be sent by he City Engineer.
11th Item: Sewer Updates
The City has 161 users currently with outstanding accounts, totaling $4670.53.

Recent and near future shut-offs are clearing outstanding accounts. The City Clerk had previously attended small claims court, on January 31 and a judgment was awarded to the City for the amount owed of $3,227.46. A letter was sent from Hazelwood-Weber, LLC to Mr. Ostmann explaining the collection process, and the amount due immediately. If that generates no response, then collection efforts including of the service of a garnishment or a levy, as detailed by the City Attorney Matt Fairless.

As of March, 2012, the City of Wentzville continues to charges Flint Hill a rate of $29.00 per user, an increase from the previous $25.00 rate. Our monthly payment is now $4669. instead of $4025.
12^th Item: Communications from the Mayor
The Mayor has contacted the Wentzville Fire Protection District in regards to the

Fire Dist property on Mette Rd. and provide an update at the next meeting. The Fire District Chief Bornhop relayed to Mayor Doug Wynn that a first option to purchase should be no problem. The Board agreed that this should be addressed as soon a s possible, with some type of commitment letter, to include a first right of refusal.

13^th Item: Communications from the Board of Aldermen
Alderman Alan Carter asked the City Clerk to contact MoDOT to remove and clean-up the creek and small bridge area on Hwy P , east of Hwy 40-61. He also offered to check and repair or stabilize the Mexico Rd. lift station located on the current Rufkahr family property, which has fallen into disrepair.
14^th Item: Communication from the City Attorney

City Attorney Matt Fairless, provided an updates that the new and revised format for City business and liquor licenses are nearly complete. The new format will include information be given as to indoor and outdoor liquor license usage, as well as hours of operation for all new applications.

15^th Item: Clerk’s report

* The next scheduled Board meeting would be on Wednesday, April 17.

* Alderman Ward#1 and Ward#2 Elections are to be held on April 2nd

and the new Aldermen will be sworn in prior to that meeting. (If confirmation is provided by the Election Authority.)

* The Mayor and Aldermen paychecks for the 2012-2013 salary year are in this months' bills for approval, and will be distributed at this March 20, Board

Meeting. April 2013 will begin the higher pay scale for all Aldermen to $100 per meeting, as per Ordinance 2012-06. That increase was deferred by motion until after this upcoming April 2, 2013 election; so all Aldermen would be

receiving the same pay increase at the same time.
* A copy of the Pulaski CDARS statement of maturing accounts was provided to the Board, for a motion for rate of renewal interest rate term. Alderman Jackson made a motion to renew the CDAR rate of 0.24% at the 1 year term for each account. Alderman Jacobsen seconded the motion. The city clerk reports 4 “yes”, 0 “no”, and 0 “abstain.” Motion carried.
* Included in the Board Meeting packet is info regarding the recent ISO (Insurance Services Office,) audit of our building codes and enforcement

to provide information for insurance underwriting and rating information to

insurers. The audit results is 5 for 1 and 2 family residential property and 4

for commercial and industrial property. Per Bob Barclay, City Building Official, the scale used is 1 to 10, with 10 having the least code enforcement. For our size of City and City budget, this is an excellent overall rating. Foristell received this same rating. As an example of an undesirable rating; New Melle received a 9, due to their failure to adopt the 2009 ICC Codes as adopted by St. Charles County. This ISO Audit rating is used by insurers in determining the rates to be charged for property insurance in the area.

* The City Clerk will be attending the court follow-up on March 28, for Mr.

Kneemiller for his guilty/conviction on the previous property code violation of the shed in disrepair at 5035 Hwy P. This decision was given by the court in

December, and Mr. Kneemiller's date of compliance was February 28.

The St. Charles County court mistakenly sent their court notice letter to the physical address, which was not the valid mailing address, of the P.O. Box on file with the court. At that time, the court may possibly proceed with an

abatement order.
* The City Clerk has contacted Waste Management for their annual spring large item trash pick-up. The tentative date is for the third Saturday in May, the 18th.

16th Item: Approval of the Monthly Bills

Alderman Schmidt made a motion to approve payment of the General Fund bills in the total amount of $-7020.25, per the General Fund Account Report as provided to the Board. This total also included March payroll in the amount of $2026.12 and the 2012-13 Mayor-Aldermen annual payroll in the amount of $5679.00 and the Waste Water Fund bills in the amount of -$140.21. Alderman Jacobsen seconded the motion. The city clerk reports 4 “yes”, 0 “no”, and 0 “abstain.” Motion carried.
17^th Item: Closed Session - none

.

18th Item: Adjournment

There being no further business to discuss, Alderman Jackson made a motion to adjourn at 8:30 p.m. Alderman Schmidt seconded the motion. The city clerk reports 4 “yes,” 0 “no,” and 0 “abstain” votes. Motion carried. Meeting adjourned.
Respectfully submitted,
Rebecca McCollum

City Clerk