Regular Meeting of the Council Members of the City of Nixa, Missouri
Nixa City Hall September 9, 2019 6:00 p.m.
The regular monthly meeting of the Nixa City Council was called to order by Mayor Pro-Tempore Scott Perryman. Matt Barker, Justin Orf, Scott Perryman, Aron Peterson, Darlene Graham were present. Kendal Dingus was absent.
The pledge of allegiance was given.
Mayor Pro-Tempore Perryman called for a motion to approve the agenda. Graham made a motion to approve the agenda with Barker seconding and all Council members voting aye.
Public Works Director and Assistant City Administrator Doug Colvin explained the award for the Downtown Substation Breaker Addition. The addition will serve three (3) major industrial properties. Two (2) bids were received for the project from B&L and Service Electric. There was a revision to the scope of the project. Toth and Associates requested a price update from the two (2) bidders. Service Electric decided they were not going to submit a revised bid due to an increase in their workload. The city recommends the bid award to B&L Electric for $265,181.20. They have previously performed work for the city and have been satisfied with their performance. Orf made a motion to award the Downtown Substation Breaker addition to B&L Electric and Peterson seconding and all Council members voting aye.
Introduction of Potential Ordinances:
Authorizing and Directing the Mayor to Sign a Contract with B&L Electric, Inc. Related to Downtown Substation 2019 Breaker Addition: Primary Construction was introduced. Colvin explained the ordinance pertains to the contact for the downtown subdivision breaker addition. The contract is for $265,181.20. The estimated time of construction is sixty-three (63) calendar days, with a maximum of fourteen (14) days past contract due date.
Authorizing and Directing the Mayor to Execute a Deed Conveying Certain Real Estate Along Route 14 to the Missouri Highways and Transportation Commission was introduced. Colvin stated the proposed ordinance is for the execution of two (2) warranty deeds and two (2) donation letters. MoDOT has requested the deeds dedicate a right of way. The right of way will complete the roadway and sidewalk improvements beginning in 2021. The impact will be minimal. This project will improve safety, reduce congestion This is a cost share project with the City participating in the reimbursement. The construction is part of the strategic strategy and action plan to improve safety, reduce congestion with an increase to development.
Allowing for the Vacation of a City Utility Easement in the Wasson Commercial Development Phase II and Phase III was introduced. Planning and Development Director Travis Cossey reviewed the ordinance. Jay Wasson submitted a request for a Preliminary Plat approval to Planning and Zoning Commission for Phase II and Phase III of the Wasson Commercial Development. The property is a 12.38-acre parcel located along the Highway 160 corridor, which is zoned highway commercial. Wasson submitted the request due to the lack of use and no proposed future use. A sign will be erected to identify the subdivision located in lot six (6) or seven (7). The sign will stand at twenty-one (21) feet to accommodate the setback requirements.
Authorizing the Mayor to Sign a Contract with Priority Power Management, LLC Related to Energy Management and Consulting Services was introduced. Colvin explained this was new agreement with Priority Power Management due to the previous company EMG Inc. being bought by Priority Power Management, LLC. The transfer of services previously provided by EMG Inc. will remain the same with the newly executed contact with Priority Power Management, LLC.
New Business Items:
Colvin explained the Bass Pro Grant for canoe replacements. The canoes are used to by the Stream Team for cleanup work. The replacements are for the ten (10) canoes that are twenty (20) plus years old. Assistant Public Works Inspector Nate Miller discovered a grant that will cover 100% of the costs to replace the canoes. If the grant is awarded the canoes will be housed inside near the Wastewater treatment plant to prevent weather damage.
Human Resources Director Amanda Hunsucker explained the revision to the personnel handbook regarding vacation policies. The current policy allows for a maximum of eighty (80) hours allowed for a vacation request. The revision to the policy would allow a vacation longer than eighty (80) hours with the stipulations of time available for use, written request for approval explaining the extra time requested and approval by the City Administrator at least thirty (30) days in advance.
Cossey reviewed the Creepin’ at the Crossroads and Glo Run Event. This is the third (3rd) year for the Creepin’ at the Crossroads Halloween event. In addition to the annual Halloween event a request for a nighttime 5K glo run. The request for street closures for Creepin is Main Street from Highway 14 to Elm Street Saturday October 26th 6:00 a.m. through Sunday October 27th 6:00 a.m. Mark Hartsock with the Downtown Revitalization committee addressed Council. There will be alcohol sales at the event and 4C Sertoma will be responsible for the sales. The 5K glo run will be open the public. A costume and cornhole contest will be held. Children’s event from 4:00 p.m. to 8:00 p.m.
Public Information Officer Drew Douglas reviewed the weather radios grant application. The radios were distributed to Nixa residents who didn’t have a way of receiving alerts. The grant allowed for the purchase of fifty (50) radios and those were handed in one day. A waiting list of sixty-four (64) was created but no guarantee of receiving additional radios was given. The request for a grant from the Nixa Community Foundation will allow the purchase of sixty-five (65) weather radios for the citizens on the waiting list. The radios are $30.00 each for a total grant request of $1950.00.
Police Chief Joe Campbell explained the 2019 Nixa Community Foundation Grant. The request is for the funds to purchase promotional items such as t-shirts, tattoos, lanyard and toys that are given out at special events.
Park and Recreation Director Matt Crouse gave a brief explanation regarding grant submittal. The plan is to submit a grant in conjunction with the Christian County Library for a community pass. The pass would allow for two (2) fitness passes and two (2) pool passes. The pass would be checked out like a library book. The pass would be limited to no more than two (2) people for each pass. The request for the grant would be for $2,430.00 that would provide fees for the pass to be used for three (3) years beginning in 2020.
City Attorney Tim Ricker explained the McCroskey CID is presented to the City in time for their annual budget as required by Missouri State law.
Mayor and Council Member Reports:
Mayor Pro -Tempore Perryman stated the deadline to register for Walktober is Thursday October 12. Teams will be announced at the Winner Winner Chicken Dinner.
Douglas informed the meeting about the Helping from the Heart Winner Winner Chicken Dinner at the X-Center on Friday October 13th. Bingo will be played at the dinner for a chance to win cash prizes.
Crouse invited those in attendance to the Park Master Plan meeting from 6:00 p.m. to 8:00 p.m. to give input on the future of the park plans.
At 6:41 p.m. Peterson made a motion to adjourn with Graham seconding and all Council members voting aye.
Regular Meeting of the Council Members of the City of Nixa, Missouri
Nixa City Hall September 23, 2019 6:00 p.m.
The regular monthly meeting of the Nixa City Council was called to order by Mayor Brian Steele. Matt Barker, Justin Orf, Scott Perryman, Aron Peterson and Darlene Graham were present. Kendal Dingus was absent
The pledge of allegiance was given
Finance Director Donna Swatzell provided information on the 2020 budget. This presentation is available to review at City Hall. Swatzell explained the city currently has one-hundred forty-four (144) full time employees. Salaries in the 2019 budget are at $7,091,167.00. the projected salaries for 2020 are $7,458,704.00, with a 1% COLA and 3% Merit. There are requests for additions to personnel in 2020. Administration will see the retirement and hiring of the Finance Director. Police request four (4) officers. Street request two (2) utility workers. Wastewater request a utility worker. Public Works will see the retirement of the Water Quality Superintendent. The City of Nixa offers employee benefits such as medical, dental, vision, life, short term and long-term disability. Optional life, critical care, cancer and accident plans are also available. The City contributes 100% of an employee medical (base plan), dental, and vision. Fifty percent (50%) of dependent medical (base plan) and sixty-five percent (65%) dependent dental and vision. One hundred percent (100%) of life insurance $25,000.00 for employee; $10,000.00 for spouse and $5,000.00 for child(ren). The proposals for 2020 employee benefits. Medical 0% increase, Dental 7% increase, Vision 0% increase, Life Insurance 0% increase, Short-term/Long-term 0% increase, Voluntary Life, Critical Care, Cancer and Accident 0% increase. Medical insurance options were discussed. LAGERS will see a .2% increase for general rates and a .4% increase for Police officers. CIP’s were discussed for 2020-2024. The Electric Fund CIP’s totaled $2,552,000.00 in planned capital improvement projects for 2020. Infrastructure is a major project in 2020. Relocate overhead three phase line East on Highway 14 for the improvement project and install street lighting. Create a separate Espy to downtown circuit from Espy to Tracker tie are just to name a few. The request for two (2) new vehicles included in the CIPs; a bucket truck and auger for the electric department. Water Department CIPs total $2,793,000.00. The CIPs include Main Street water line, replacing water lines along Main Street from Walnut, south under the Highway 14 expansion. AMI Metering System will replace 300 water meters with radio-read meters compatible with AMI meters. Wastewater CIPs $1,714,900.00. Milton Street parallel sewer and Wasson lift station. The construction of new parallel 12’sewer main between Morning Glory Street and Wasson lift station. Recycling’s CIPs are $$25,000.00 to replace a Bobcat loader. Public Works CIPs $145,500.00. Roof repair due to the eighteen (18) year old roof in desperate need of repair. Equipment storage building is needed to protect equipment from the elements. Administration CIPs $$166,500.00 which include completion of two (2) new downtown parking lots and a copier/printer for Finance. Development CIPs $5,000.00 to replace a printer/copies/scanner. Police Department CIPs $250,000.00 for shooting range land and construction needed for the new facility. Street CIPs $1,307,377.00. A new roundabout at Tracker Road and Old Castle to be installed. Sidewalk installation on both sides of Highway 14 East from Fort Street to Ridgecrest. The next budget discussion will be October 15th regarding Governmental funds.
Mayor Steele called for a five (5) minute recess at 7:02 p.m. The meeting returned to session at 7:10 p.m.
Mayor Steele called for a motion on the Consent Agenda. Peterson made a motion to accept the consent agenda as presented, items a through g. Barker seconded the motion and Orf, Perryman, Peterson, Graham, and Barker voting aye on roll call vote.
Nixa Chamber of Commerce Director Chris Russell explained the upcoming September 30th meeting. The goal of the meeting is to form an art council in Nixa. The art friendly culture will work on creating four (4) to five (5) key elements to bring to the City.
Authorizing and Directing the Mayor to Sign a Contract with B&L Electric, Inc. Related to the Downtown Substation 2019 Breaker Addition: Primary Construction was presented. Peterson made a motion to approve Bill #2019-091 on first reading and pass to second with Graham seconding. Public Works Director/Assistant City Administrator Doug Colvin explained the contract. Two (2) new distribution breakers at the Downtown substation. The project will include the breakers, grounding grid work, foundations, steel and underground conduit. The expected time of completion is sixty-three (63) days. The contract for the work is $265,181.00. Mayor Steele opened the public hearing for comments, no comments were made and the hearing was closed. Mayor Steele called for a motion and all Council members voted aye. Bill #2019-091 was presented for final reading. Perryman made a motion to pass Bill #2019-091 into law with Peterson seconding and Perryman, Peterson, Graham, Barker and Orf voting aye on roll call vote.
Authorizing and Directing the Mayor to Execute a Deed Conveying Certain Real Estate Along Route 14 to the Missouri Highways and Transportation Commission was presented. Barker made a motion to approve Bill #2019-092 on first reading and pass to second with Orf seconding. Colvin explained the ordinance is for two (2) warranty deeds and two (2) donation letters. This will be for new, additional right of ways. MoDOT is requesting an additional 5’ along the entire frontage of the old city hall building. The well and tower site have a request for an additional 35’ along the frontage as well. This is a cost share project in which the City would participate in the reimbursement. Mayor Steele opened the public hearing for comments, no comments were made and the hearing was closed. Mayor Steele called for a motion and all Council Members voted aye. Bill #2019-092 was presented for final reading. Perryman made a motion to pass Bill #2019-092 into law with Peterson seconding and Peterson, Graham, Barker, Orf, and Perryman voting aye on roll call vote.
Allowing for the Vacation of a City Utility Easement in the Wasson Commercial Development Phase II and Phase III was presented. Graham made a motion to approve Bill #2019-093 on first reading and pass to second with Perryman seconding. Planning and Development Director Travis Cossey explained the utility easement vacation. The request was submitted by Jay Wasson. Wasson submitted a request for a minor subdivision to the Planning and Zoning Commission. The area is in the underdeveloped tract along and North of Old Wilderness Road. Wasson is requesting a vacation of the 10’ utility easement that runs along the north property line of lot 4A. There will be no need for a utility easement in the future. Mayor Steele opened the public hearing for comments, no comments were made and the hearing was closed. Mayor Steele called for a motion and all Council members voted aye. Bill #2019-093 was presented for final reading. Barker made a motion to approve Bill #2019-093 on final reading and pass into law with Graham seconding and Graham, Barker, Orf, Perryman, Peterson voting aye on roll call vote.
Authorizing the Mayor to Sign a Contract with Priority Power Management, LLC Related to Energy Management and Consulting Services was presented. Peterson made a motion to approve Bill #2019-094 on first reading and pass to second with Perryman seconding. Colvin explained the agreement with Priority Power Management. The City had a contract with EMG, Inc. which was recently bought by Priority Power Management, LLC. The new agreement will provide the same services and cost as utilized with EMG, Inc. Mayor Steele opened the public hearing for comments, no comments were made and the hearing was closed. Mayor Steele called for a motion and all Council members voted aye. Bill #2019-094 was presented for final reading. Orf made a motion to approve Bill #2019-094 on final reading and pass into law with Perryman seconding and Barker, Orf, Perryman, Peterson and Graham voting aye on roll call vote.
Approving the Wasson Commercial Development Preliminary Plat and Subdivision Exception was presented. Cossey stated the preliminary plat and subdivision exception submitted by Wasson. The development is located along Highway 160 and is a 12.38-acre parcel zoned Highway Commercial (HC). Wasson is also asking for an exception to the subdivision regulations and a vacation of easement for an easement that’s not being used. Mayor Steele opened the public hearing for comments, no comments were made and the hearing was closed. Mayor Steele called for a motion. Barker made a motion to approve Resolution #2019-096 with Peterson seconding and all Council members voting aye.
Expressing the Intent to Close Portions of South Main Street, Elm Street and the Municipal Parking Lot for the 3rd Annual Creepin’ at the Crossroads Event was presented. Cossey reviewed the request submitted by the Downtown Revitalization Committee for the third (3rd) annual Halloween celebration. The request is for 6 a.m. Saturday October 26th through 6 a.m. Sunday October 27th. There will be alcohol sales on the municipal parking lot sponsored by 4C Sertoma. Mayor Steele opened the public hearing for comments no comments were made and the hearing was closed. Mayor Steele called for a motion. Barker made a motion to approve Resolution #2019-097 with Peterson seconding and all Council members voting aye.
Expressing the Intent to Close Portions of Glenn Street and Water Street for the Trick or Treat Glow Run 5K Event was presented. Cossey reiterated the information from Resolution #2019-097. The request for the street closure for the glow run will be from 6:00 p.m. to 10:00 p.m. October 26th. The streets closed will be Glenn Street, Water Street between Glenn and Elm. Mayor Steele opened the public hearing for comments. Mark Hartsock and Chris Essick spoke to Council regarding the event. This event will give a portion of the proceeds raised to local children charities and the Downtown Revitalization organization. There has been a request for two (2) officers at the event. A fee waiver request was asked for. The request would be for the fees and permits for the event. A meeting is scheduled for October 25th for the public to provide input for the event. Mark Anderson indicated there will be paramedics on site for emergency services. Mayor Steele called for a motion. Barker made a motion to waive the fees as requested with Perryman seconding and all Council members voting aye. Peterson made a motion to approve Resolution #2019-098 with Orf seconding and all Council members voting aye.
New Discussion Items:
City Administrator Jimmy Liles reviewed the execution of documents with Council. The Home Rule Charter and the City’s purchasing policy indicate the city administrator could sign on behalf of the City. A $10,000.00 limit was discussed previously. There are many projects that are $10,000.00 and permission required from Council may delay the projects. A short discussion was held regarding the process. It was directed to bring any CIP’s to Council in the amount over $50,000.00
Swatzell reviewed the recommended revisions to the Purchasing Policy. Changes to the limit of Competitive bidding from $2,500.00 to $5,000.00. Purchases that are $5,000.00 to $10,000.00 would require three (3) quotes by the department. If a purchase is $10,000.00 to $20,000.00 would need to advertise on the City’s website by the Purchasing department. Merchandise that is picked up at a vendor’s location can’t be more than $1,000.00 without written approval by the Department’s Director.
Mayor and Council Member Reports:
Crouse discussed the Park Master Plan. SWT will be visiting about the plan.
Perryman has received complaints about the roundabout. The complaints received are about the close calls people have witnessed or been a part of.
Peterson gave his liaison report to Council. Peterson spent the day visiting each department that he’s assigned to. He observed their work day and inquired about their jobs. Peterson’s overall opinion is that the right people are in the right places. Mayor Steele suggested that IT Lucas Waldren come back to the upcoming Council meeting and give a report on the status of the City’s IT status.
The next council meeting scheduled for October 15th will be at 6:00 p.m.
At 8:32 Peterson made a motion to move to executive session pursuant to RSMo 610.021.3 Personnel and RSMo 610.021.2 Real Estate with Graham seconding and Orf, Perryman, Peterson, Graham and Barker voting aye on roll call vote.
Council returned to regular session at 9:41 p.m.
At 9:42 p.m. Barker made a motion to adjourn with Graham seconding and all Council members voting aye.