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July 12, 2016 — Meeting Minutes
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07-12-16 BOA Minutes July 12, 2016 Page 7 of 8
City Manager Owens reported that recently the CCF updated their By-laws and, at the same time, evaluating the original Memorandum of Understanding. While most of those documents remain unchanged, one change to the By-laws requires that the Memorandum of Understanding be amended in order to be consistent with the By-law changes. Before you tonight is a proposed amendment that addresses the requirement that the Board of Aldermen (BOA) appoint three members to the CCF Board of Directors, one from each ward. As the CCF Board of Directors is made up wholly of Clayton residents who represent the entire community it is believed that it is no longer necessary for the BOA to make these appointments. Rather the responsibility for ensuring that there are representatives from all three wards of the City will fall on the CCF Board of Directors. They will be required to inform the BOA each time that a new Director is elected or appointed as to the geographic status of the voting members of the CCF’s Board of Directors, including representation from each Ward of the City. The BOA will continue to appoint two Aldermen who will serve as non-voting members of the CCF’s Board of Directors. Aldermen Berger and Boulton expressed concerns of the split between wards. Alderman Lintz clarified that there has always been one appointment from each ward with no control for the other 17 members. Alderman Garnholz moved to approve the amended MOU with CCF. Alderman Boulton seconded.
In response to Alderman Berkowitz’s question, City Manager Owens encouraged the Board to send him any questions that they may have and staff would consult with the contractor. In response to Alderman Berkowitz’s question, Gary Carter stated that there is a time schedule and the installation will not impact traffic. Alderman Berger expressed disappointment in the color scheme of black and white. Mayor Sanger expressed “kudos” to Janet and staff for a great budget book. Alderman Garnholz introduced Bill No. 6564, an ordinance to approve a contract with Color-Ad for the Wayfinding Signage project to be read for the first time by title only. Alderman Boulton seconded. City Attorney O’Keefe reads Bill No. 6564, an Ordinance Authorizing the City Manager to Execute an Agreement with Color-Ad in Connection with Wayfinding Signage Construction and Installation for the first time by title only. The motion passed unanimously on a voice vote. Alderman Garnholz moved that the Board give unanimous consent to consideration for adoption of Bill No. 6564 on the day of its introduction. Alderman Boulton seconded. The motion passed unanimously on a voice vote. Alderman Garnholz introduced Bill No. 6564, an ordinance to approve a contract with Color-Ad for the Wayfinding Signage project to be read for the second time by title only. Alderman Boulton seconded. City Attorney O’Keefe reads Bill No. 6564, an Ordinance Authorizing the City Manager to Execute an Agreement with Color-Ad in Connection with Wayfinding Signage Construction and Installation for the second time by title only.
Alderman Boulton seconded. City Attorney O’Keefe reads Bill No. 6564, an Ordinance Authorizing the City Manager to Execute an Agreement with Color-Ad in Connection with Wayfinding Signage Construction and Installation for the second time by title only. Alderman Garnholz – Aye; Alderman Boulton – Aye; Alderman Berger – Aye; Alderman Lintz – Aye; Alderman Berkowitz – Aye; and Mayor Sanger – Aye. The bill was adopted and became Ordinance No. 6433 of the City of Clayton. A RESOLUTION TO CONSIDER APPROVING AN AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF CLAYTON AND THE CLAYTON CENTURY FOUNDATION
Alderman Garnholz moved to approve the amended MOU with CCF. Alderman Boulton seconded. The motion passed unanimously on a voice vote. A MOTION TO CONSIDER APPROVAL OF THE DISPOSAL OF CERTAIN RECORDS As the Board is aware, it is the recommended guideline of the Secretary of State to formally approve the disposition of records at the Board of Aldermen level. The following departments are proposing to dispose of the records listed:
Planning Department Building plans and drawings dated January 1900 through December 2010 All permit documents for multi-family and commercial buildings no longer in existence Plumbing Permits – o Single Family Residential – All o Multi Family - Repair, alteration, addition o Commercial - Repair, alteration, addition
Mechanical Permits – o Permits - Single Family Residential – All o Multi Family - Repair, alteration, addition o Commercial - Repair, alteration, addition
Building Permits – o Single Family Residential – All o Multi Family - Repair, alteration, addition o Commercial - Repair, alteration, addition
All permits for new construction of multi-family and commercial buildings will be kept for the existence of the building per City of Clayton Policy (Missouri Records Retention Schedule requires a minimum retention of 10 years for commercial and 5 years for residential). All permit applications and issued permit copies are retained in permanent files, separate from plans/drawings, and are not included in this request.
07-12-16 BOA Minutes July 12, 2016 Page 8 of 8
Based on the Board’s past discussions, staff has reviewed the records and confirmed that these are materials that meet the retention schedules set forth by the Secretary of State and that these records are no longer needed by staff. We have also verified that this list does not contain any records we would consider to be of an “historical” nature. Recommendation is to approve a motion to dispose of the records listed above. In response to Alderman Boulton’s question, City Clerk Frazier stated that an outside company provides the shredding service on-site at City Hall. Alderman Garnholz moved to approve the destruction of records as listed. Alderman Boulton seconded. The motion passed unanimously on a voice vote. Other
Alderman Garnholz reported on citizen concerns/complaints: Tree limb fell on Wydown Boulevard almost hitting someone. Todd Swank, West Brentmoor resident is concerned about the disrepair of the Wydown median (i.e. weeds, leaf removal, and downed tree branches). Alderman Boulton on the following: Attended the Qdoba ribbon cutting; very nice store; added feature is a garage door that opens to an outside area. Attended her first Plan Commission/ARB meeting. Alderman Berger reported on the following: Restaurant Week has started out as a success. CRSWC recently discussed budget, capital plan, and marketing plan.