July 26, 2022 — Agenda

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CITY OF CLAYTON BOARD OF ALDERMEN DISCUSSION SESSION – 6:00 P.M. TUESDAY, JULY 26, 2022 CLAYTON, MO 63105 ________________________________________________________________________

1. Presentation on the Equipment Replacement Fund (ERF) and the Capital Improvements Plan (CIP)

CITY OF CLAYTON BOARD OF ALDERMEN TUESDAY, JULY 26, 2022 CITY HALL, 10 N. BEMISTON AVENUE CLAYTON, MO 63105 7:00 P.M.

ROLL CALL

MINUTES – July 12, 2022

PUBLIC REQUESTS & PETITIONS

PUBLIC HEARING

1. Resolution – To approve a Conditional Use Permit for 7529 Forsyth Boulevard. (Res. No. 2022-16)

1 CITY MANAGER REPORT

1. Ordinance – To approve an agreement with MODoT for the Central Business District (CBD) Resurfacing Phase 2 Project. (Bill No. 6905)

2. Resolution - Readopting Procedure to Disclose Potential Conflicts of Interest. (Res. No. 2022-17)

3. Motion – Mayor’s Commemorative Landscape Task Force recommendation.

4. Discussion on Community Engagement

EXECUTIVE SESSION

1. Legal, Sec 610.021 (1).

The Board of Aldermen may also hold a closed meeting, with a closed vote and record for one or more of the reasons as authorized by Section 610.021(1), (2) and (3) Revised Statutes of Missouri, relating to legal issues, real estate and/or personnel, negotiation of a contract pursuant to Section 610.021 (9)(12) RSMO., proprietary information pursuant to Section 610.021(15), and/or information related to public safety and security measures pursuant to Section 610.021(18) and (19) RSMO.

2 City of Clayton 10 N. Bemiston Avenue Clayton, MO 63105

TO: MAYOR HARRIS; BOARD OF ALDERMEN

FROM: DAVID GIPSON, CITY MANAGER

KAREN DILBER, DIRECTOR OF FINANCE

DATE: JULY 26, 2022

SUBJECT: EQUIPMENT REPLACEMENT FUND – FUNDING GAP

The City of Clayton makes annual contributions for assets that will be purchased out of the Equipment Replacement Fund (ERF). These contributions originate from the Capital Improvement Fund or General Fund, depending on the value and useful life of each asset. Over the past 10 or more years, the funding schedules have expanded to include nearly all items with a minimum cost of $5,000 and minimum useful life of 2 years. For a 2- or 3-year period, “catch-up” contributions were added when new items were added to the schedules to ensure 100% of the cost was contributed by the time of replacement. This practice of “catch-up” contributions was later discontinued with the understanding that items are added and removed over time, costs fluctuate from expectations, and the catch-up contributions significantly increased the annual contributions and therefore had an adverse effect on the General Fund.

During the FY 2023 budget process, the methodology of these replacement schedules has been updated to include only those assets with a cost of $20,000 or more in addition to retaining all fleet assets. As a result of this change, items costing less than $20,000 as well as assets which are expected to qualify for future external funding sources have been removed from the ERF schedules. By removing these items, annual contributions are reduced, and the future replacement of such items must compete for available funding with other operational needs. Through FY 2022, $1,663,996 has been contributed for the items no longer included within the ERF schedules, and the contributions are broken down as follows:

Description Cumulative Contributions

Municipal Garage $271,164

Items with a cost < $20,000 $662,603

Items expected to qualify for external funding $335,105

Items removed per department instruction $395,124

Total $1,663,996

Total, excluding Municipal Garage $1,392,832

3 Due to the addition of items mid-life cycle and fluctuations in prices and replacement models, some of the items remaining within the replacement schedules will not have 100% funding contributed by the time of the next replacement. The calculated funding gap for all items remaining within the Facilities ERF (FERF) and Software & Equipment ERF (SERF) is $2,563,566.

Gap Amount

Software & Equipment $1,398,694

Facilities $1,164,872

Total $2,563,566

The ERF projected cash flow for the next 5 fiscal years is as follows

FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 Fund Balance October 1 7,828,678 8,456,329 7,792,090 8,361,140 7,181,545 6,898,427 7,481,901

Revenue & Other Financing Sources Transfer-in from Capital Improvement Fund 2,006,716 1,666,563 1,730,439 1,758,702 1,809,484 1,839,525 1,845,159 Sale of Assets 97,380 64,900 76,619 132,240 134,005 99,103 111,710 Other 76,119 94,115 50,000 50,000 50,000 50,000 50,000 Total Revenue & OFS 2,180,215 1,825,578 1,857,058 1,940,942 1,993,489 1,988,628 2,006,869

Expenditures & Other Financing Uses Purchases 1,214,314 2,489,817 1,288,008 3,120,537 2,276,607 1,405,154 1,775,377 Transfers-out to other funds 321,080 - - - - - - Other 17,170 - - - - - - Total Expenditures & OFU 1,552,564 2,489,817 1,288,008 3,120,537 2,276,607 1,405,154 1,775,377

Projected Fund Balance September 30 8,456,329 7,792,090 8,361,140 7,181,545 6,898,427 7,481,901 7,713,392

Estimated contributions for the next 5 fiscal years are reflected in the chart below:

Annual ERF contributions Fleet 889,784 902,743 939,189 956,309 961,943 Facilities 241,371 246,685 246,685 247,462 247,462 Software & equipment 599,284 609,274 623,610 635,754 635,754 Total contributions 1,730,439 1,758,702 1,809,484 1,839,525 1,845,159

Annual ERF purchases Fleet 757,066 2,390,177 1,724,301 945,695 1,073,389 Facilities 218,723 60,000 30,310 60,494 192,645 Software & equipment 312,219 670,360 521,996 398,965 509,343 Total purchases 1,288,008 3,120,537 2,276,607 1,405,154 1,775,377

Annual Sale of Assets revenue Fleet 153,238 264,480 268,010 198,205 223,419 Facilities - - - - - Software & equipment - - - - - Total Sale of Assets revenue 153,238 264,480 268,010 198,205 223,419

4 In our current ERF spreadsheet, contributions are tracked through fiscal year 2027.For cash flow purposes, we have used the same numbers for fiscal year 2028. Additionally, the projected contributions do not include catch up contributions for the estimated funding gap. Sale of asset revenue after fiscal year 2023 is based upon fleet assets only. The amount estimated for “other financing sources” is likely low; however, at this time we have no mechanism for determining future grants, donations or investment income.

Staff recommends the following actions be taken to apply cumulative contributions of items no longer tracked within the ERF to the gap, and to make up the remainder of the gap to ensure adequate funding is available.

 $1,392,832 previously contributed for other items will remain in the ERF and allocated to apply toward the $2,563,566 funding gap for remaining items.

 The remaining $1,170,734 funding gap will be funded through annual contributions of $100,000 from the Capital Improvement Fund over the course of the next 12 fiscal years. As demonstrated above, the ERF’s cash flows are sufficient to cover estimated purchases during this time frame, and this will not place additional stress on the CIP while the funding gap is being caught up.

Staff further recommends the $271,164 previously contributed for the Municipal Garage be allocated to project design costs for the proposed Municipal Garage renovation project. These funds will be transferred from the Equipment Replacement Fund to the Capital Improvement Fund.

Please let me know if you have any questions or need any additional information.

5 CAPITAL IMPROVEMENT FUND PROJECT PLAN - FISCAL YEARS 2023 - 2027

Revised 5/15/20 FY22 FY23 FY24 FY25 FY26 FY27 Total SUMMARY Estimated Proposed Planning Planning Planning Planning FY23-27

Beginning Fund Balance 8,414,499 6,455,343 6,075,492 6,355,040 7,614,664 9,978,776

Revenues Ongoing Revenues 5,062,238 5,306,705 5,358,185 5,468,506 5,575,819 5,685,161 26,771,453 Project Related Revenues 495,000 522,750 1,242,500 22,500 22,500 22,500 2,305,250 Transfers-In and One-time Revenue 5,970 267,127 2,394 0 0 0 275,491 Total Revenues 5,563,208 6,096,581 6,603,079 5,491,006 5,598,319 5,707,661 29,352,194 Expenditures Transfers & Debt 4,390,004 3,895,272 3,907,251 3,688,883 2,554,707 2,604,588 18,436,116 Projects 3,132,360 2,581,161 2,416,280 542,500 679,500 1,795,224 9,351,801 Total Expenditures & Transfers 7,522,364 6,476,433 6,323,531 4,231,383 3,234,207 4,399,813 27,787,917

Surplus (Deficit) (1,959,156) (379,852) 279,548 1,259,624 2,364,112 1,307,848

Ending Fund Balance 6,455,343 6,075,492 6,355,040 7,614,664 9,978,776 11,286,624

Internal Fund Balance Target 1,265,559 1,326,676 1,339,546 1,367,127 1,393,955 1,421,290 (25% of Ongoing Revenue)

6 REVENUE FY22 FY23 FY24 FY25 FY26 FY27 Total Estimated Proposed Planning Planning Planning Planning FY23-27 Ongoing Revenues 410.15 Capital Improvement Sales Tax 1,388,087 1,457,491 1,486,641 1,516,374 1,546,701 1,577,635 7,584,843 410.16 Parks & Stormwater Sales Tax 1,213,155 1,293,563 1,329,434 1,371,023 1,408,343 1,446,410 6,848,773 410.17 Use Tax 1,317,685 1,344,039 1,370,919 1,398,338 1,426,305 1,454,831 6,994,431 403 Railroad & Other Utilities 3,061 3,000 3,000 3,000 3,000 3,000 15,000 418 Road & Bridge 1,092,117 1,146,723 1,158,190 1,169,772 1,181,470 1,193,284 5,849,439 470.11 Interest 48,133 61,889 10,000 10,000 10,000 10,000 101,889 Total Ongoing Revenues 5,062,238 5,306,705 5,358,185 5,468,506 5,575,819 5,685,161 27,394,375

Project Related Revenues 425.11 Federal Grants - 45,000 822,500 22,500 22,500 22,500 935,000 426.11 State and Local Grants 266,855 425,760 420,000 - - - 845,760 427.11 Other Grants & Donations 228,145 51,990 - - - - 51,990 Total Project Related Revenues 495,000 522,750 1,242,500 22,500 22,500 22,500 1,832,750

Transfers-In from Other Funds & One-time Revenue 490.11 Sale of Assets - - - - - - - 480.10 Miscellaneous - - - - - - - 499.5 Transfer from Equipment Replacement Fund - 261,164.0 - - - - 261,164.0 499.61 Transfer from 2014 Bond Construction - - - - - - - 499.63 Transfer from Ice Rink Project - - - - - - - 499.10 Energy Loan Pay-back - - - - - - - 470.16 Interest for Special Assessment - Ellenwood 778 771 202 - - - 973 477.16 Ellenwood NID 5,192 5,192 2,192 - - - 7,384 5,970 267,127 2,394 0 0 0 269,521 Total Revenue 5,563,208 6,096,581 6,603,079 5,491,006 5,598,319 5,707,661 29,496,646

EXPENDITURES FY22 FY23 FY24 FY25 FY26 FY27 Estimated Proposed Planning Planning Planning Planning Total Debt, Transfers & CRSWC Contributions Refund FY2Debt Service - 2011 Police Bldg/Various 561,569 0 Pay off FY3 Debt Service - 2021 Police Bldg/Various 105,828 574,100 587,300 589,500 590,900 586,600 2,928,400 Began FY16Contribution to CRSWC - Annual 410,000 200,000 200,000 200,000 200,000 200,000 1,000,000 Contribution to CRSWC - Deficit 200,000 200,000 100,000 - - - 300,000 FY20 Only Transfer-out for Center/Pkg Lot Overage 55,592 - - - - - 0 Began FY19Transfer to GF for operations 475,300 654,609 689,513 726,137 793,612 834,762 3,698,632 Began FY10Transfer to ERF (estimate) 2,006,716 1,666,563 1,730,438 1,758,703 870,195 883,226 6,909,125 Begin FY20 Transfer to Fund 61 for City Portion 75,000 - - - - - 0 Pay-back Past Ice Rink Expenditures 500,000 500,000 500,000 314,543 - - 1,314,543 End FY34 ERF Funding Gap Contribution 100,000 100,000 100,000 100,000 100,000 500,000 Total Debt, Transfers & CRSWC Contributions 4,390,004 3,895,272 3,907,251 3,688,883 2,554,707 2,604,588 16,650,700

7 Recommended Projects FY22 FY23 FY24 FY25 FY26 FY27 Estimated Proposed Planning Planning Planning Planning Total

Complete Brentwood Blvd Resurfacing - Complete Maryland Avenue Park - Demo Building 38,470 - - - - - - Complete Shaw Park Ballfield Playground Replacement 109,762 - - - - - - Complete Shaw Park South Playground Replacement 203,845 - - - - - - Active 10 S Brentwood - Exterior Impr. Phase 2 250,000 250,000 - - - - 250,000 Active 10 S Brentwood - Police Dept Training Rm 90,000 - - - - - - Active 10 S Brentwood Exterior Signage 32,000 - - - - - - Active Anderson Park Project 62,660 - - - - - - Active Bike & Pedestrian Master Plan - 60,000 29,700 - - - 89,700 Active Central Business Dist. Resurfacing Phase 2 140,000 50,000 1,144,080 - - - 1,194,080 Active Demolition of Ice Rink Building & Relocation of Electric for Park 1,173,683 - - - - - - Active Maryland Avenue Park - Development - 477,750 - - - - 477,750 Active Oak Knoll Pond Improvements 177,014 - - - - - - Active Parks Master Plan - 112,000 - - - - 112,000 Active Shaw Park Service Road Repairs - 230,000 - - - - 230,000 Active Sidewalks & Curbs (CDBG) - 45,000 22,500 22,500 22,500 22,500 135,000 Active Sidewalks, Curbs & Accessibility Impr. (51) - - 100,000 100,000 100,000 - 300,000 54 Microsurfacing of Clayton Gardens, Clayshire, Parkside, Polo & Carondele - 564,411 - - - - 564,411 54 Microsurfacing of Old Town, Skinker Heights, Hi-Pointe, DeMun, Northmoo 460,000 - - - - - - 54 Mircosurfacing Moorlands, Hillcrest, Wydown Forest - - - - - 575,017 575,017 54 Shaw Park Lighting System Upgrades - - 420,000 420,000 - - 840,000 53 Oak Knoll Comfort Station Enhancements - 45,000 - - - - 45,000 53 Municipal Garage Renovation - 450,000 - - - - 450,000 51 North Shelter Enhancements - 45,000 - - - - 45,000 51 South Shelter Enhancements - 65,000 - - - - 65,000 48 Shaw Park Tennis Center Lighting - - 200,000 - - - 200,000 42 Roof at #1 Oak Knoll Park - - 500,000 - - - 500,000 31 10 S Brentwood - Garage Security - 77,000 - - - - 77,000 31 City Hall - Council Chamber Security & Exec. Conf. Rm. - - - - 496,000 - 496,000 27 Fire Admin Asst. Office Reconfiguration Project - - - - 61,000 - 61,000 23 Pavement Rejuvenator - Brentwood Blvd and Maryland Ave 71,830 - - - - - - 23 Pavement Rejuvenator - Moorlands, Hillcrest, Wydown Forest 108,096 - - - - - - 21 10 N Bemiston - Air Handler Unit #4 Improvements 215,000 - - - - - - 66 Aphalt Overlay - Hunter/S Gay/Shaw Park Dr/Lower Shaw Park Lot - - - - - 722,653 722,653 66 Microsurfacing - Davis Place - - - - - 307,501 307,501 8 35 Oak Knoll Pavilion North End - 110,000 - - - - 110,000 30 Shaw Park Sports Complex Renovations - - - - - 50,000 50,000 23 Pavement Rejuvenator - Various Locations - - - - - 117,554 117,554 Total Recommended Projects 3,132,360 2,581,161 2,416,280 542,500 679,500 1,795,224 8,014,666

Total Planned Expenditures 7,522,364 6,476,433 6,323,531 4,231,383 3,234,207 4,399,813 24,665,366

9 Unfunded Projects FY22 FY23 FY24 FY25 FY26 FY27 Estimated Proposed Planning Planning Planning Planning Future 53 Municipal Garage Renovation - - - 7,117,102 - - - 51 Multi-Purpose Facility Ice Rink - - - - - - - 51 Alley Repairs - - - - - 77,500 594,900 49 Streetlight Replacement - Wydown Blvd. - - - - - - 3,986,112 49 Streetlight Replacement - Project - - - - - - 12,475,312 46 Shaw Park Fields 1 & 2 - - - - - - 300,000 45 Hanley House Fire Suppression System & Interior Restoration - - - - - - 400,000 40 Sand Volleyball Improvements - - - - - - 100,000 39 Oak Knoll Lighting Upgrades - - - - - - 715,000 38 Park Land Acquistion - - - - - - 2,500,000 37 Promenade & Garden Walk in Shaw Park - - - - - - 1,500,000 35 Subdivision Monuments - - 65,241 166,309 - - - 31 Shaw Park South Entrance - - - - - - 500,000 31 FD Garage/Storage Facility - - - - - 174,000 - 30 Picnic Hill in Shaw Park - - - - - - 200,000 29 Climbing Wall at SPAC - - - - - - 150,000 29 Hanley Park Improvements - - - - - - 300,000 22 Remodel FD Captain's Office - - - - - 63,700 - Total Unfunded Projects 0 0 65,241 7,283,411 0 315,200 23,721,324

10 THE CITY OF CLAYTON

Board of Aldermen Virtual Zoom Meeting July 12, 2022 7:03 p.m.

Minutes

The meeting was open to individuals to attend in-person and/or virtually via Zoom.

Mayor Harris called the meeting to order and requested a roll call. The following individuals were in attendance:

In-person: Aldermen: Rich Lintz, Bridget McAndrew, Becky Patel, Gary Feder, Mayor Harris, City Manager Gipson, and City Clerk Frazier

Staff: Assistant City Manager Muskopf, Anna Krane, Director of Planning

Virtually: Aldermen Ira Berkowitz and City Attorney O’Keefe

Absent: Alderman Susan Buse

Motion made by Alderman McAndrew to approve the June 28, 2022, minutes. Alderman Berkowitz seconded.

Motion to approve the minutes passed unanimously on a voice vote.

PUBLIC REQUESTS AND PETITIONS

None

RECOGNITIONS & AWARDS

Mayor Harris presented the Mayor‘s Youth Advisory Council (MYAC) members, Lily Kleinhenz and Larry Quian the MYAC Outstanding Participant’s Award.

PRESENTATION ON THE MAYOR’S COMMEMORATIVE LANDSCAPE TASK FORCE

Mayor Harris provided a presentation and update on the Mayor’s Commemorative Landscape Task Force. (presentation attached).

In summary, the Mayor’s Commemorative Landscape Task Force recommends that (1) a multi- dimensional, phased commitment to commemorating the African American history in Clayton; and (2) the history on the website is amended to include this community.

The Board was in consensus to consider the recommendations.

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11 DISCUSSION ON LOCAL HISTORIC DISTRICTS

City Manager Gipson provided a presentation/discussion on the local historic districts. (presentation attached)

Mayor Harris shared her interest in the Maryland shops which are of the Colonial Williamsburg architecture.

The Board was in consensus to research information and continue the discussion.

DISCUSSION ON CITIZEN ENGAGEMENT

City Manager Gipson provided the Board with an update on citizen engagement as discussed at the 2021 Board of Aldermen retreat. The remaining timeline is as follows:

• Communications Strategy Discussion – Summer 2022 • Waste Collection/Property Tax Survey Discussion – Summer 2022 • Mayor update letter in September (special mailing) • Waste Collection/Service Level/Property Tax survey in October 2022 • Public Forum in November or December 2022 • Articles in City Views – Winter 22/23 Edition and Spring 2023

The city has utilized traditional randomized mail surveys to gather community input. The estimated cost for a traditional survey to determine service level and tax rate preferences is $11,450. This is in addition to the biannual citizen survey that will be conducted in the spring of 2023 ($14,750).

It was determined that the survey questions utilized in the months leading up to the property tax ballot question in 2021 were ineffective and difficult for some residents to understand. Staff has been researching alternative formats and more innovative community engagement tools. Staff is requesting that the Board of Aldermen consider the use of Balancing Act for an upcoming survey. This could be used as the sole survey method or a supplement to a traditional paper survey. Staff believes that the Balancing Act platform would result in better understanding of the financial situation, questions posed and generally enhance interaction with residents. The annual cost of this service is $5,800.

With Balancing Act, IP addresses can be monitored to ensure that individuals are not submitting multiple responses to the survey. Additionally, an email address can be required with submittals. This would help build the email address list for communications and act as an additional safeguard against repeat responders.

City Manager Gipson provided examples of products that other cities have utilized to survey residents about service levels and/or taxes.

The Board was in consensus for staff to proceed with the survey.

OTHER

Alderman Lintz reported on the following: • DeMun Mural unveiling event is scheduled for July 16

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12 Alderman Berkowitz reported on the following: • Plan Commission/ARB • July 4th neighborhood celebration

Alderman McAndrew reported on the following: • Davis Place annual meeting held July 11

Alderman Patel reported on the following: • July 4th Hillcrest celebration • DeMun Mural

Alderman Feder reported on the following: • “Yappy Hour” reception at Anderson Park was held July 11 • Davis Place annual meeting

Mayor Harris reported on the following: • “Yappy Hour” reception at Anderson Park was held July 11 • Davis Place annual meeting • “Yappy Hour” reception at Anderson Park • Mayor’s food drive yielded 9,000 pounds of food, equals 7,000 meals

Motion made by Alderman Lintz to adjourn the meeting. Alderman Berkowitz seconded.

The motion passed unanimously on a voice vote.

There being no further business the meeting adjourned at 9:06 p.m.

____________________________ Mayor ATTEST: ____________________________ City Clerk

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