July 26, 2016 — Meeting Minutes
07-26-16 BOA Minutes July 26, 2016 Page 1 of 7 THE CITY OF CLAYTON
Board of Aldermen City Hall – 10 N. Bemiston Avenue July 26, 2016 7:00 p.m.
Minutes
Mayor Sanger called the meeting to order and requested a roll call. The following individuals were in attendance:
Aldermen: Cynthia Garnholz, Mark Winings, Joanne Boulton, and Alex Berger III.
Mayor Sanger City Manager Owens City Attorney O’Keefe
Absent: Rich Lintz and Ira Berkowitz
Alderman Boulton moved to approve the July 12, 2016 minutes. Alderman Winings seconded.
The motion to approve the minutes passed unanimously on a voice vote.
PUBLIC REQUESTS AND PETITIONS
None
A RESOLUTION TO CONSIDER APPROVING SUBMITTAL OF A MUNICIPAL PARKS GRANT APPLICATION FOR IMPROVEMENTS TO FIELDS 5 & 6 IN SHAW PARK
City Manager Owens reported that included in the FY2017 proposed capital budget is the Renovation of Fields 5 and 6 in Shaw Park Project. This project will include re-grading, re-sodding, upgrading the irrigation, and reconstruction of the infields. The fencing surrounding the fields and the backstops will also require replacement, as well as the lighting. These fields were last renovated in 2006/2007. Re-sodding and re- grading is required in 2017 to keep the fields in good playing condition and enhancements to the lighting system at these fields will allow for more efficient maintenance and energy conservation.
If funding is received it is our intent to do the work in late Summer/early Fall of 2017. The fields will then rest over the winter and will be ready for use in the Spring of 2018.
Included in the FY17 Capital budget is $80,000 of City Funding for the completion of this project. The City is eligible for up to $420,000 of grant funding this year and the total cost of this project is estimated to be $500,000. It is our intent to apply for a grant for $420,000 to fund the project with the matching portion of $80,000 paid for from the City’s Capital Fund.
Recommendation is to approve the resolution authorizing submittal of the grant application for Improvements to Fields 5 and 6 in Shaw Park.
In response to Mayor Sanger’s question, City Manager Owens stated that the grant funding is part of the trails sales tax.
In response to Alderman Boulton’s question, City Manager Owens stated that part of that trails sales tax was to fund the Great Rivers Greenway project and all of its trails and another part of it went into a fund that would be split
07-26-16 BOA Minutes July 26, 2016 Page 2 of 7 amongst the municipalities. If the grant money is not received than it would be part of the City’s Capital Improvements planning process and it would have to be funded through local funds.
In response to Mayor Sanger’s question, Patty DeForrest explained that fields 5 and 6 are the big fields located behind the school administration building.
Alderman Garnholz moved to approve Resolution No. 16-15, authorizing submittal of a Municipal Parks Grant application for improvements to fields 5 and 6 in Shaw Park. Alderman Winings seconded.
Alderman Berger noted that the School District has plans to spend a considerable amount of money on Field #7, (next to Shaw Park Drive, between the parking lot and the Center, and has the scoreboard) and create a dynamic addition to Shaw Park.
The motion passed unanimously on a voice vote.
A RESOLUTION TO CONSIDER ADOPTING THE ST. LOUIS REGIONAL ALL-HAZARD MITIGATION PLAN 2015-2020 UPDATE
City Manager Owens reported that The St Louis Regional All-Hazard Mitigation Plan was first completed in 2004, revised in 2009 and is required to be updated every five years. The East-West Gateway Coordinating Council has worked, in collaboration with counties, local jurisdictions and school districts, to complete an All- Hazard Mitigation Plan Update for the metropolitan St. Louis area. The plan is a general plan that identifies recommended mitigation strategies that will reduce or eliminate the impacts caused by natural disasters such as tornadoes, floods, earthquakes, severe winter weather, heat and wildfires.
The proposed resolution supports the regional plan and allows the City to apply for pre-disaster mitigation funding in the future if deemed necessary. The plan is authorized by Congress and required by FEMA. It is a voluntary plan and does not mandate that specific recommendations be carried out by local communities. It is designed to raise awareness and prevent the loss of life and minimize property loss on a local, countywide and regional basis.
Major elements of the plan update include: updated demographic data; risk assessment of natural hazards; an assessment of repetitive loss communities; application of any new hazard data as well as data limitations and new hazard events that have occurred since 2009,.
Recommendation is to approve the resolution authorizing the City of Clayton to adopt the 2015-2020 St Louis Regional All-Hazard Mitigation Plan.
Mayor Sanger inquired that the Plan has listed the risks of certain events, specifically, earthquake as a 20% risk. Is that 20% in any one year or is over some extended period of time? Chief Thorp stated that it is in any one year, adding that according to some experts the area is well over due for an event.
Alderman Boulton commented that this is an amazing document.
Alderman Garnholz moved to approve Resolution No. 16-16, to adopt the St. Louis Regional All-Hazard Mitigation Plan 2015-2020 (Updated 2015). Alderman Winings seconded.
The motion passed unanimously on a voice vote.
TO CONSIDER A JOINT RESOLUTION OF THE MISSOURI CITIES OF BRENTWOOD, CLAYTON, MAPLEWOOD, RICHMOND HEIGHTS AND ROCK HILL AUTHORIZING THE CITY MANAGER/CITY ADMINISTRATOR AND FIRE CHIEF FROM EACH CITY TO MOVE FORWARD WITH THE DEVELOPMENT OF A JOINT FIRE COMMAND STAFF STRUCTURE FOR THE PARTICIPATING CITIES
07-26-16 BOA Minutes July 26, 2016 Page 3 of 7 City Manager Owens reported that the neighboring cities of Brentwood, Maplewood, Richmond Heights and Rock Hill will be considering a joint agreement to develop a joint fire command staff structure. This came from a 2014 study that the City participated in and did not include Richmond Heights and also included Glendale. Richmond Heights expressed an interest to be included in the study and Glendale expressed an interest to not be included and therefore requested that the data is updated and included in the study.
This concept would be to investigate the possibility of having a joint command of resources, battalion chiefs, assistant chiefs, and chiefs of those departments to come together as a single leadership unit that would help guide and give leadership to all five of the departments.
The consultant, ESCI, found significant opportunity to improve the efficiency and effectiveness of administrative, training, oversight and command functions of fire and emergency medical services through a joint command structure. Moreover, the study concluded that it is feasible to combine administrative and support functions and suggests establishing a joint fire command staff structure for the five cities.
Recommendation is to approve the resolution authorizing the City Manager and Fire Chief to engage in discussions with representatives of Brentwood, Maplewood, Richmond Heights and Rock Hill relating to the establishment of a joint fire command.
Alderman Boulton stated that the resolution still includes the City of Glendale and does not include Richmond Heights.
Alderman Garnholz clarified the five cities as stated in Section 1 of the resolution.
Alderman Garnholz moved to approve Resolution No. 16-17, a Joint Resolution of the Missouri Cities of Brentwood, Clayton, Maplewood, Richmond Heights and Rock Hill authorizing the City Manager/City Administrator and Fire Chief from Each City to move forward with the Development of a Joint Fire Command Staff Structure for the Participating Cities. Alderman Winings seconded.
The motion passed unanimously on a voice vote.
AN ORDINANCE TO CONSIDER APPROVING A FIRE HYDRANT RELOCATION ON CARONDELET PLAZA
City Manager Owens reported that as part of infrastructure changes in the area of Carondelet Plaza a new fire hydrant on the north side of Carondelet Plaza, at the intersection of the alley at 187 Carondelet Plaza will be needed. The fire hydrant located in the current City owned parking area east of the alley and north of Carondelet Plaza is to be removed. The removal will be coordinated with the Clayton Fire Department in conjunction with the installation of a new hydrant listed above. The hydrant shall not be removed until the Fire Department approves the commissioning of the new hydrant listed above.
Recommendation is to approve the ordinance authorizing the installation of the fire hydrant for the North side of Carondelet Plaza at the intersection of the alley at 187 Carondelet Plaza.
Alderman Boulton commented that it is odd that the City has to approve a fire hydrant removal.
Mayor Sanger stated that the Board also has to approve stop signs.
Alderman Garnholz introduced Bill No. 6565, an ordinance providing for the approval of the installation of a new fire hydrant on Carondelet Plaza in the City of Clayton to be read for the first time by title only. Alderman Winings seconded.
City Attorney O’Keefe reads Bill No. 6565, an Ordinance Providing for the Approval of the Installation of a New Fire Hydrant on Carondelet Plaza in the City of Clayton for the first time by title only.
07-26-16 BOA Minutes July 26, 2016 Page 4 of 7 The motion passed unanimously on a voice vote.
Alderman Garnholz moved that the Board give unanimous consent to consideration for adoption of Bill No. 6565 on the day of its introduction. Alderman Winings seconded.
The motion passed unanimously on a voice vote.
Alderman Garnholz introduced Bill No. 6565, an Ordinance Providing for the approval of the installation of a New Fire Hydrant on Carondelet Plaza in the City of Clayton to be read for the second time by title only. Alderman Winings seconded.
City Attorney O’Keefe reads Bill No. 6565, an Ordinance Providing for the approval of the installation of a New Fire Hydrant on Carondelet Plaza in the City of Clayton for the second time by title only.
Alderman Garnholz – Aye; Alderman Winings – Aye; Alderman Boulton – Aye; Alderman Berger – Aye; and Mayor Sanger – Aye. The bill was adopted and became Ordinance No. 6434 of the City of Clayton.
AN ORDINANCE TO CONSIDER APPROVING A CONTRACT FOR PARKING MANAGEMENT SOFTWARE WITH PASSPORTPARKING INC.
City Manager Owens reported that staff is requesting approval of a contract for implementation of a parking management software solution. The package includes a mobile app, enforcement and payment software, a module for parking permits, and full integration with our current parking kiosks (Parkeons). The mobile app is to be used by residents and visitors parking in Clayton and allows them to use their smartphone to pay for and extend parking sessions and to pay parking violations. In addition, Clayton merchants may participate in the app to validate customer parking. The enforcement and payment software is a necessary upgrade in order to be able to implement the app and still maintain efficient enforcement.
The permit module will also allow residential zone parking permits to be issued virtually and by license plate and will allow the City to track the permits issued.
Beginning in the fall of 2015 staff has been evaluating various apps and associated necessary software upgrades to enhance the parking experience in the City. Most mobile apps, enforcement and payment software, permit modules, and parking kiosks are completely separate components not provided by a single firm, and are frequently incompatible or have compatibility challenges. Such compatibility and integration challenges constituted most of the delay in our implementation of the app as originally planned.
Staff has received proposals from several software providers and app companies, although most would require purchasing different components from various vendors to integrate together to try to meet our needs. Through our evaluation we have concluded that a system which already integrates all of these components allows for the most efficient parking system both from an operation and enforcement standpoint and, most importantly, will provide the residents and visitors with the best parking user interface.
Staff is recommending a contract with Passport. Passport is a Delaware based company that has been in business since 2010. It has 65 employees and currently has over 1,000 installations across 47 states. The cities of Cincinnati, Chicago, Detroit, and Boston are clients of Passport. 230 Passport clients are using systems similar to the one proposed in the attached contract.
The business points of the attached contract are as follows: • Charges to mobile app users: - Passport will charge app users $0.10 per use as a convenience fee - City may add up to an additional $0.20 per use to help offset credit card processing fees. • Charges to the City by Passport: - $2.00 per citation paid
07-26-16 BOA Minutes July 26, 2016 Page 5 of 7 - 25% of fines and penalties past due, if paid - $0.50 per late notice sent by Passport - $1,000 per month for unlimited permits - Taking into account the expected savings in software and staff processing costs the net cost to the city is expected to be approximately $ 33,500 per year. However, if changes in rates and fines are implemented these costs will be more than recovered.
The Passport system allows for the most efficient implementation of a pay by phone mobile app for parking and the necessary support software. As you are aware there are a number of subsequent parking program changes that staff will bring forward to discuss at future dates. The Passport system will accommodate any of the anticipated changes that may be considered.
Recommendation is to approve the ordinance authorizing a contract with Passport for the implementation of a parking app, enforcement and payment software and a permit module.
In response to Mayor Sanger’s question, the Board of Aldermen all commented that they are okay with the software app.
Alderman Garnholz introduced Bill No. 6566, an Ordinance Authorizing the City Manager to Execute an Agreement With Passport Inc. in Connection with a Parking Application, Enforcement and Payment Software and Permit Module to be read for the first time by title only. Alderman Winings seconded.
City Attorney O’Keefe reads Bill No. 6566, an Ordinance Authorizing the City Manager to Execute an Agreement With Passport Inc. in Connection with a Parking Application, Enforcement and Payment Software and Permit Module 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. 6566 on the day of its introduction. Alderman Winings seconded.
The motion passed unanimously on a voice vote.
Alderman Garnholz introduced Bill No. 6566, an Ordinance Authorizing the City Manager to Execute an Agreement With Passport Inc. in Connection with a Parking Application, Enforcement and Payment Software and Permit Module to be read for the second time by title only. Alderman Winings seconded.
City Attorney O’Keefe reads Bill No. 6566, an Ordinance Authorizing the City Manager to Execute an Agreement With Passport Inc. in Connection with a Parking Application, Enforcement and Payment Software and Permit Module for the second time by title only.
Alderman Garnholz – Aye; Alderman Winings – Aye; Alderman Boulton – Aye; Alderman Berger – Aye; and Mayor Sanger – Aye. The bill was adopted and became Ordinance No. 6435 of the City of Clayton.
Other
Alderman Winings reported that the Clayton Century Foundation (CCF) will be holding its quarterly Board meeting tomorrow evening. On Friday, July 29th there is a CCF subcommittee meeting to discuss its next projects with a follow-up and recommendation to the Board of Aldermen to approve the list.
Alderman Boulton reported on the following: • Public Arts Advisory Committee was offered art from the Art Museum. She inquired as to the process of requesting funding from CCF and asked for guidance. As the CCF Board of Aldermen representative, Alderman Winings offered to further discuss with Alderman Boulton.
07-26-16 BOA Minutes July 26, 2016 Page 6 of 7 The Public Works and Parks staff are both working together to recommend locations for the art pieces.
• Senior Survey – they received 19 applications for the focus group to be reviewed. Mayor Sanger stated that there has been a request that Strategic Partners Group (SPG) get involved with the process after the focus group is selected and data/information is gathered. SPG would like to get involved with Washington University, Fontbonne University, St. Louis County, and the Chamber of Commerce to put their assets behind it and to also understand the issues. Alderman Boulton commented that it needs to be done one step at a time to determine if they (the BOA) want to continue “down this road” due to the fact that they only received 19 applications when anticipating receiving many more. She recommended that they have more discussion on this project before spending $11,000 for the survey.
• Plan Commission/ARB – the July 18 meeting was well attended by many Clayton Gardens’ residents.
Alderman Berger reported on the following: • The official Art Fair kick-off reception is scheduled on August 2nd. • Clayshire Neighborhood citizen engagement event regarding “Complete Streets” and the possibility of sidewalk implementation is scheduled August 4th at the Center of Clayton. He expressed appreciation for George Ertle’s efforts in presenting a strong engagement process and he has high confidence that they will have a good consensus outcome. • Expressed thanks to the Public Works Department for helping the Clayshire neighborhood have a “fix” implemented on their streets. • He saw the City Manager riding his bike through the “waterway”, better known as the Davis Place Subdivision. The staff from Police, Fire, and Public Works was onsite directing people and waiting for the water company. He appreciates seeing the staff trying to help people. City Manager Owens reported that there was a 20” water main break, a massive highly pressurized, destructive force. It buckled the pavement and Davis Drive from Hanley to N. Biltmore which he believes will need major repairs and most likely a complete reconstruction.
Alderman Boulton acknowledged that Alderman Garnholz expressed these concerns last meeting and said that one of her constituents took her on a visit of Wydown Boulevard to share with her their concerns regarding the tree and landscape maintenance needs for Wydown Boulevard.
Mayor Sanger reported that there are a number of Boards and Commissions that require new member or reappointments and urged the Board to move forward on those appointments.
Alderman Berger moved that the Board adjourn to a closed meeting, with a closed vote and record, as authorized by Section 610.021(1), (2) and (3) Revised Statutes of Missouri, relating to legal issues, real estate and/or personnel, and to discuss matters related to negotiation of a contract pursuant to Section 610.021(12), RSMo. and/or proprietary information pursuant to Sec. 610.021(15), and/or information related to public safety and security measures pursuant to Section 610.021(18) and (19) RSMO. Alderman Garnholz seconded the motion.
Alderman Garnholz – Aye; Alderman Winings – Aye; Alderman Boulton – Aye; Alderman Berger – Aye; and Mayor Sanger – Aye.
There being no further regular business the meeting was adjourned at 7:40 p.m.
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Mayor
ATTEST:
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07-26-16 BOA Minutes July 26, 2016 Page 7 of 7 City Clerk