City of Ozark Missouri
| P.O. Box 295 | | Fax | 417-581-0575 |
| Ozark, Missouri | 65721 | Phone | 417-581-2407 |
May 16, 2009
Special Council Retreat
8:00 a.m.
Ozark City Council met for a Special Council Retreat at 8:00 a.m. at the new Community Center in Ozark, Missouri. All Councilpersons attended with Alderman Mark Spinabella absent: Alderman Mike Esterl, Alderman Chris Snyder, Alderman Melissa Wagner, Alderman Dennis Sparrow and Alderman Rick Gardner with Alderman Mark Spinabella absent. City Administrator
8:00 a.m.
Introduction:
City Administrator Steve Childers started the Retreat with Opening Remarks. Steve thanked the Mayor and Council and City staff for giving up part of their Saturday to attend this Retreat.
Retreat Theme:
A Vision Without Action is a Daydream . Action Without Vision is a Nightmare.
Planning and Development: Don Duncan, Dolores Lamb and Steve Childers.
· Code Enforcement
· Letters of Credit
Don Duncan began his presentation with Property Maintenance highlighting these categories:
Help Maintain Property Values
Instill Civic Pride
Prevent Blighted Areas
Encourage Economic Development
Reduce Crime
Don Duncan gave some examples of how to Educate the Public on Property Maintenance:
Brochures
Press Release
Web Links
The top five (5) Code Issues
Tall Grass & Weeds
Outside Storage
Temporary Signs
Inoperative Vehicles
Trash & Rubbish
City Administrator Steve Childers informed the Council that staff was in the process of reviewing our Sign Ordinance.
Enforcement Process:
Action Request
Official Notice
Correction time
Summons
Future Code Enforcement Goals:
Rental Inspections
Volunteer Connections
Bi-Annual City Wide Clean Up
Domestic Equipment Storage
Home Based Business Permits
Alderman Rick Gardner questioned whether it would create a problem with the C of O if the owner had a time lapse in between the residence/business being rented and the rental inspection.
Don Duncan stated no, that the inspection would be a visual overview rather than an in depth inspection, these inspections are to protect the renter.
Don Duncan concluded his presentation by giving the "Bottom Line":
Two Year Plan
Change is Not Easy
Majority of Citizens Want Enforcement
Be Ready Both Sides Will be Upset
We Need Your Support
Alderman Melissa Wagner questioned how the City educated the public of the changes to our Codes other than through the Web Site.
Alderman Rick Gardner suggested utilizing the water bills to notify the public of Code Amendments and adoptions.
City Administrator Steve Childers stated that one of his goals was to upgrade our communication process to the citizens.
Planning and Development Coordinator Dolores Lamb: Letters of Credit
Letters of Credit:
What They are and How they Affect the Citizens
Present Situation:
We currently have 28 letters of credit, 27 letters are on subdivisions that developers have not completed. The unfinished subdivisions could possibly leave the City of Ozark with expensive responsibilities.
Summary of Existing Letters of Credit by Year:
The City accrued:
Three (3) Letters of Credit in 2004.
Ten (10) Letters of Credit in 2005
Eight (8) Letters of Credit in 2006
Three (3) Letters of Credit in 2007
Four (4) Letters of Credit in 2008
Alderman Rick Gardner asked if the City continued inspections and issued Occupancy Permits if a Subdivision is incomplete and we have a Letter of Credit on file.
City Administrator Steve Childers asked the Council if they think the City should continue to allow building without finished infrastructure.
Alderman Rick Gardner asked if it would be feasible or even possible to place a lien on Subdivisions with incomplete infrastructure.
Alderman Dennis Sparrow asked if the City could require an Escrow Account.
City Administrator Steve Childers stated that our independent Auditors were not fans of Escrow Accounts.
What We've Done to Remedy:
Then:
Public Infrastructure Completion was not required prior to approval on Final Plat.
Now:
Due to our design standards all public improvements must be in place before Final
Plat approval.
Our recently revised Ordinance deals only with maintenance.
What Should our Next Step Be:
Option 1: Draw on the Letters of Credit and accept responsibility to complete the
longest standing incomplete subdivisions.
Option 2: Continue to Accept the Renewal of Letters of Credit for incomplete
infrastructure, year after year.
Alderman Rick Gardner asked if an incomplete Subdivision becomes under new ownership will the new owner abide by the Codes that were in place when the Final Plat was approved or the Codes that are in place at the time of the sale.
City Administrator Steve Childers stated that would be a question for City Attorney David Collignon to give his legal opinion to the Council
Public Safety: Police Chief Lyle Hodges.
New Public Safety Issues in Ozark:
E-911 Sales Tax
To be Implemented January 2010
Purpose
Future of 911
Police Chief Lyle Hodges updated the Council on the new Police dog the City recently received. We've had several successful drug busts and had several communities request his services.
Police Department Updates:
Grants
Bike Patrol
K-9 Unit
Alderman Mike Esterl suggested Lyle inform the new Council on the DEA Forfeiture Funds the Police Department has received.
Police Chief Lyle Hodges stated that we currently have loaned an officer to the DEA Department, the DEA reimburses the City for this Officer's overtime. We have received several thousands of dollars of Forfeiture Funds that can only be utilized for unbudgeted items.
The Bicycle Patrol is going to be used mainly for a Public Relations tool. They will also be utilized on construction sites late at night to help eliminate construction site thefts.
Community Policing- is strongly encouraged, to let our presence be known in Subdivisions and at Businesses.
Alderman Melissa Wagner asked if the Council will be informed of any equipment that is purchased with the Forfeiture Funds.
Police Chief Lyle Hodges stated that most of everything the Police Department purchases is awarded through our bidding process. Some of the smaller purchases Council may not be aware of; such as, digital cameras for each patrol car.
Finances/Budget: City Treasurer Alice Edwards
City Treasurer Alice Edwards gave the Council an Overview of the Budget through March 31, 2009.
During the first quarter we have consistently brought in more money than what we have spent. Alice Edwards anticipates the first Budget Amendment in June, 2009.
Alice Edwards gave the Council an overview of the City's Revenue Sources and a breakdown of these Revenues for each Department.
Budget Preparation Time Line:
July- Preliminary Revenue Projections.
August- Departmental Expenditure Requests.
September- Final Revenue Estimates.
Review of Departmental Expenditure Requests.
October- Three (3) Council Budget Meetings.
November- Three (3) Council Budget Meetings.
December- First Meeting present the Preliminary Budget.
Revisions Made
Final 2010 Budget Presented and Passage.
*Staff will have to coordinate the Approval of the 2010 Budget Ordinance with the newly enacted Council Meeting procedures.
GIS Department: GIS Coordinator Marcus Heilman.
Marcus Heilman gave a presentation of the Purpose and Capabilities of the GIS Department:
Purpose
Programs:
ARC G.I.S.
Cartegraph
City Administrator Steve Childers stated that the City is in the process of developing a Transportation Master Plan.
Marcus Heilman updated the Council on the GIS Department's Current Projects-They are currently mapping the City's sewer system while collecting and inputting data into the computer system. This process when finished will put us into compliance with the GASBY 34 requirements.
Parks and Recreation Department: Parks and Recreation Director Dodee Matthews.
OC Budget/Status
Program Updates and Upcoming Events
Dodee Matthews gave the Council an overview of where the new Community Center was according to the Budget.
Dodee Matthews gave dates for upcoming Park programs and events.
The Membership Drive is going well, approximately 1500 Memberships have currently been sold. When all the Memberships have been updated into the system she will give the Council a more accurate count of Memberships sold.
Public Works: Public Works Director Larry Martin
Stormwater
Water
Wastewater Treatment
Fees
Streets
Pavement Management Systems
Other Related Issues
How Sinkholes Form
Southfork Sinkhole
Larry Martin gave an overview of each Department of the Public Works functions.
Larry Martin updated the Council on the process of becoming in compliance with the Department of Natural Resources mandated MS4 requirements.
Storm Water:
Issues
Storm Water Master Plan
Subdivisions:
Wellington Springs and Walnut Crossing.
Water Projects:
Quail Run
Interlochen (Fremont Hills)
North Plane, Elevated Storage Tank Intercepting Lines
Update Service Projects
Wastewater Treatment:
Master Plan Review
Current Projects
WWTF Improvements
Elk Valley WWTP New Facility
Elk Valley Interceptors
Section 1 Section 2 Section 3
SCADA
Pump Stations
Larry Martin informed the Council that the current Treatment Plant has had a new odor control system installed. The system is not working properly. They are working to correct the problem in case the Mayor or Council receive phone calls.
Lunch 12:00 p.m. Guest Speaker-Programs Coordinator for the Missouri State University
Gail Melgrin.
Gail Melgrin gave a wonderful speech on the topic of Strategic Planning & Governance.
Administrative Topics- Steve Childers, Larry Martin, Cara Jones and Heather Mullanack.
City Administrator Steve Childers:
The Big Picture:
Growing Community
Schools, New Businesses and Increased Population
Requests for Expansion of Public Services
Need for Additional Employees
Need for Additional Space
Positions Budgeted in 2009
Administrative Project Manager (Cara Jones)
City Planner
New OC Staff
New Wastewater Treatment Plant Operator
Positions Needed in 2010
Information Technology Specialists
Legal Assistant
Space Needs Analysis
Accomplishments and Goals
Accomplishments and Goals for 2009
Setting Goals for 2010
2010 Census
What it Means For the City
Stimulus Money Opportunities
Cara Jones updated the Council on the City's role in the 2010 Census count that will begin in the Spring of 2010.
Organizational Communication:
Strengthening of Internal Organization
Employee Manual
Standardizing Processes
External Communication:
Public Relations & Outreach
Development of PR Plan
Regular Press Releases & Articles
E-Gov/Improved Website
Establishing Partnerships
OREP
County
Chamber/EDAB
Schools
Alderman Rick Gardner stated that the City needed one Website where one central Economic Development impact could be highlighted.
Special Topics:
Old Community Building on the Square-The City is utilizing a Brownfield Grant to check the old Community Building for mold and asbestos issues. The goal is to sell the building.
Alderman Melissa Wagner questioned whether or not the property could be of value to the City for future needs.
Mayor Bradley Jackson stated that there are a lot of possibilities for the building; the exterior walls will need to be preserved.
Audit Report Update-May 19, 2009 at 7:00 p.m.
Pedestrian Master Plan
Sidewalk Escrow Fund
Safe Routes to School
Sidewalk Enhancement Projects
Phase I, II & III Grant Administration
Downtown Development Update
Business/Development Incentives
Cara Jones stated that she has been working diligently with School Officials to implement sidewalks within a one mile radius away from each school.
Unfunded Needs:
E-Gov/Website Improvements
Time Clock/Payroll Systems
Security for Facilities
Transportation Improvements
Additional Staff & Training
Drinking Water/Utilities Master Plan
Additional Employee Work Space
Audio/Video Presentation Equipment
Employee Training Goals:
The City has been offered by OTC several class opportunities to offer to our employees through their Workforce Development Program:
Basic Computer Training, Excel
Communication/Team Building/Leadership/Supervisoy
The Meeting adjourned at 2:15 p.m.
Preparers Signature:
_________________________________
Approval Signature:
_________________________________
