FY’21 BUDGET UPDATE WORK SESSION MEETING MINUTES OF … 8-4-20 FY-21... · 2020. 12. 18. · Page 2 FY’21 Budget Update Work Session Minutes of August 4, 2020of 21 Golf and Banquet

CITY OF ST. PETERS BOARD OF ALDERMEN

FY’21 BUDGET UPDATE WORK SESSION MEETING MINUTES OF AUGUST 4, 2020

The FY’21 Budget Update Work Session meeting was called to order at approximately 4:30 p.m. at the St. Peters Golf Club – Waters Edge Banquet Facility at 200 Salt Lick Road. The following were present: Mayor Len Pagano; Alderman Townsend; Alderman Violet; Alderman Reimer; Alderman Trupiano; Alderman Barclay; Alderman Bateman; Alderman Sartorius; Russ Batzel, City Administrator; Cathy Pratt, Staff Support Services Manager; Vicki Phillips; Acting Parks & Golf Services Manager; Bill Malach, Water & Environmental Services Manager; Carl Crain, Director of Environmental Services; Burt Benesek, Transportation & Development Services Manager; Dan Emrick, Director of Golf & Banquet Operations; Erin Gardner, Financial Analyst; Chief Struttmann; Lisa Schroeder, Deputy City Clerk; and Scott Baumgartner, Deputy City Clerk. Beth French, Director of Finance was present via conference call. Board President Reitmeyer was absent

The PowerPoint Budget Presentations are included in these minutes.

BUDGET UPDATE OVERVIEW – BATZEL

City Administrator Batzel thanked staff and members of the Board who attended the FY’21 Departmental Capital Improvement Plan and Budget Workshop meetings earlier this year. Mr. Batzel gave a general overview, revenue projections and budget updates since the last FY’21 Budget meeting discussions in June. Mr. Batzel advised that Erin Gardner emailed a copy of the draft budget along with the agenda.

The FY’20 General Fund is expected to end on or a little better than budget due to conservative estimates. Projected revenues and expenses are monitored in each department. The City fully budgets for employee expenses and payroll. Due to challenges filling some positions during the pandemic, not all positions budgeted have been filled along with numerous retirements that occurred this year, resulting in a surplus.

One of the challenges with predicting the budget was that we had a very successful beginning of the fiscal year with revenues up and above budget before the impact of COVID-19 set in but remaining positive to finish this fiscal year strong. The City has many successful businesses that are thriving during the COVID-19 pandemic. This was a property assessment year and we are projecting a 3% property tax increase with our strong real estate market. With this thorough revenue review, a 5% increase in sales tax revenue will be added to the FY’21 budget.

General fund revenues received by municipal courts has been trending down over last few years and with courts being closed for several months has left a further impact. Declines in revenues in the enterprise funds are absorbed thru subsidies. The Recreation Fund, Golf and Banquet Center Fund, and 370 Lakeside Park Fund are all budgeted with a subsidy; all of these funds draw from the Local Parks and Stormwater Fund.

370 Lakeside Park Fund is projected to be better than budgeted by $260,000, but will still require a subsidy of $140,000 due to a significant impact associated with COVID. If operations continue to improve, can hopefully release that subsidy.

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Golf and Banquet Center Fund is projected to be better than budgeted by $30,000 despite all of the event cancellations, still looking at a subsidy of $240,000 in this fund. Mr. Batzel feels the Golf and Banquet facility has a good business plan and will recover strong once operations resume.

Due to COVID-19 shutdowns and some members not renewing their Rec-Plex memberships, the Recreation Fund will not meet budget for FY’20. Rec-Plex and outdoor facilities will require an additional $975,000 subsidy out of Local Parks and Stormwater Fund. The sales tax increase trend will contribute positively to the Local Parks and Stormwater Fund.

Ms. Gardner stated there will be a Public Hearing on the September 10, 2020 Board of Aldermen meeting along with ordinances adopting the five year plan, FY’21 Budget; FY’20 budget adjustments; and FY’21 Water/Sewer service rates and Solid Waste rates. The ordinance to adopt the tax rate will be on the September 24, 2020 Board of Aldermen meeting.

Further discussions and questions on the budget were addressed by Mr. Batzel.

Use Tax Discussion - Batzel

Mr. Batzel reminded the Board that the Use Tax had previously failed on the municipal ballot but wanted to revisit the idea of placing it on a future ballot. He advised the City of O’Fallon had passed the Use Tax this past General Municipal Election by encompassing public safety and street repairs. St. Charles City will be trying for a third time to get the Use Tax passed by following the same language. Mr. Batzel asked if the Board would want to follow these municipalities while noting a deadline of August 28 to place on the November ballot. Significant discussion ensued and Mr. Batzel responded to further questions about the Use Tax. Mayor noted that the Wayfair bill will be reintroduced and will be connected to the Use Tax. Mr. Batzel asked the Board to contact the Mayor with their input on if this should be put on the August 13, 2020 Board of Alderman Work Session meeting.

OPERATING GROUPS: BUDGET DISCUSSION ITEMS

PGS GROUP - Phillips

Parks Department Planter Box Update

Ms. Phillips reminded the Board that the Mexico Road island enhancements was moved to unfunded at the April 21st Budget meeting. Ms. Phillips gave an update on the damaged planter boxes that are located on Mexico Road in front of City Hall. She stated the existing islands with glass block planter boxes are prone to being hit by vehicles, are expensive, and take an extended time to replace. Ms. Phillips discussed several options to remedy issues with the planter boxes.


The Parks Department staff has made a prototype planter that matches the stone used on the buildings in the Special District area. The modular planter is displayed at the entrance of the Water’s Edge Banquet Center for viewing. Ms. Phillips explained the updated planter could be replaced in one to two days by in-house staff.


Further discussion took place before Alderman Townsend moved and Alderman Violet seconded the motion to accept the proposal to replace all 23 planters and keep a few extra in stock. The motion was approved and Mayor Pagano put the motion to a roll call vote as follows: President of the Board of Aldermen, Alderman Reitmeyer, absent; Alderman Bateman, yes; Alderman Violet, yes; Alderman Sartorius: yes; Alderman Reimer, yes; Alderman Barclay, yes; Alderman Townsend, yes; Alderman Trupiano, yes.


WES GROUP - MALACH

Bulky Waste

Mr. Malach reminded the Board of the discussion that took place at the June meeting regarding Bulky trash issues.

Mr. Malach stated they use three trucks for 60 stops a day, for a total of 350 stops, which may carry over to the following days.


Mr. Malach reviewed the issues staff is having with the items placed curbside by residents during bulky trash pickup days. Mayor Pagano raised concerns regarding safety issues when guidelines are not followed by residents placing hazardous items for pickup.


Mr. Malach recommended using the timeframe of August until December to educate residents of bulky trash violations, non-scheduled pickups, and the updated fees with a warning letter sent to their residence. Any fees will be included on the resident’s next water/sewer/trash bill starting January 1, 2021. Mr. Malach also suggested reducing bulky trash pickup from four times to two times a year. Discussion ensued over various concerns and suggestion to educate residents during HOA meetings. Alderman Barclay moved and Alderman Townsend seconded the motion to move forward with the recommended new bulky trash procedure along with letters sent between August and December to educate residents of any violations. The motion was approved and Mayor Pagano put the motion to a roll call vote as follows: President of the Board of Aldermen, Alderman Reitmeyer, absent; Alderman Bateman, yes; Alderman Violet, yes; Alderman Sartorius: yes; Alderman Reimer, yes; Alderman Barclay, yes; Alderman Townsend, yes; Alderman Trupiano, yes.

MISCELLANEOUS

Mr. Malach stated as of August 1, the City will no longer haul recyclables for St. Charles County. Currently we are hauling six days a week to service both the Kisker Road recycling center site and Wentzville site. A 60-day notice letter was sent to the County in June informing of termination of services and they have since found another hauler. This will save the City approximately $50,000.

Mr. Malach stated staff is still addressing the satellite community cardboard recycling collection sites. A notification letter regarding the new rates was previously sent to business owners that had cardboard collection containers and bills will be sent out this month. So far, out of 120 customers notified, only three businesses have cancelled this service.

Mr. Malach also stated that water shut-offs will be reinstated tomorrow, August 5, for utility non-payments. Mr. Batzel advised that of the 172 customers that were originally


scheduled for shut-offs tomorrow, all but 19 customers have contacted staff to make payment arrangements.

TDS GROUP – Benesek

CitizenServe Update

Mr. Benesek advised that the St. Peters CitizenServe Portal will be utilized by residents, businesses, contractors and developers to apply and pay online for permits, business licenses, rental occupancy permits and new development projects.

This software was approved two years ago and is in the last phase of implementation and receiving a good response from users. Mr. Batzel added that this software proved beneficial when City Hall was closed during COVID shut downs.


CitizenServe aides code enforcement officers with inspection violations by preparing notice of violation letters on a tablet that can be emailed or printed and mailed when they return to the office. While on location, the inspector can document pictures and establish a timeline, which will generate follow up reminders.


Mr. Benesek showed how applicants could create an account on CitizenServe and print business licenses, permits or schedule inspections for residential occupancy permits.


During a soft launch, staff contacted known rental and apartment companies and directed new developers to this process, which was well received. Clerical staff can assist if applicants apply in person during a six-month grace period, but may apply a convenience fee in the future.

Rec-Plex Renovation Updates –

Mr. Benesek displayed pictures while giving an update on the following Rec-Plex Improvements:


Mr. Benesek explained the time constraints and high bids prevented the skylight and curtain wall from being completed in time. This item has been moved to unfunded until a future time. Mr. Benesek explained the issues that were discovered with the boiler system that has brought a change order for this item over the original $60,000 budget. The Rec-Plex is scheduled to reopen by early September and the high schools are scheduled to start their swim season on September 8th. An Open House was discussed and was decided is dependent on COVID cases in early fall.

City Hall Improvement Updates

Mr. Benesek reviewed the following City Hall Improvement updates that have been in discussions for years on the 30-year old building:


Mr. Benesek displayed pictures of the work in progress by the streets and parks staff on the City Hall south patio replacement. Pavers have been removed and concrete poured, along with trees removed from the area and additional electrical supply will be added to increase future usage of the area.

Mr. Benesek explained the updates in the process of being completed to the Cultural Arts Restrooms to update and increase capacity along with adding a family style restroom. This work is expected to be complete the first week of September.


The work area improvements will go out for bids this month.

The SSS office and storage improvements will be moved to FY’21 Budget.


Mr. Benesek explained a report completed by Siemens showed the automated building control system for City Hall, Rec-Plex and Justice Center need recommissioning. The recommended energy management improvements from Siemens are eligible for an energy rebate reimbursement of $64,000. Additional miscellaneous building system repairs of $30,000 will bring the total recommended award of this project to $103,500. Alderman Barclay moved and Alderman Townsend seconded the motion to place this item on both the August 27, 2020 Work Session and Board of Aldermen meetings. The motion was approved and Mayor Pagano put the motion to a roll call vote as follows: President of the Board of Aldermen, Alderman Reitmeyer, absent; Alderman Bateman, yes; Alderman Violet, yes; Alderman Sartorius: yes; Alderman Reimer, yes; Alderman Barclay, yes; Alderman Townsend, yes; Alderman Trupiano, yes.


Mr. Benesek explained the Building Control Software Upgrade might also be eligible for available rebates.

MPS GROUP - STRUTTMANN

Police Software Update


Chief Struttmann explained that the existing Records Management and Dispatch software is 20 years old. The Records Management program that drives the entire department with calls, call logs and tracking of evidence by hand, is very antiquated and will no longer be supported by the end of 2021. A new system is needed that can tie all these functions together.

Chief stated that every piece of evidence is logged and tracked on paper and can be more efficient with an evidence module.


After a thorough review, staff has selected a vendor and are in the process of negotiating the terms of an agreement. This item will be placed on an October Work Session and Board of Aldermen meetings for approval. Staff anticipates implementing this product by July of next year. No further comments or questions from the Board of Aldermen.

MISCELLANEOUS UPDATES

National Night Out

Mayor stated that National Night Out is canceled for this year. Mayor raised several concerns with this event with ongoing risk of COVID exposure.

Lobbyist Agreement – Mayor

Mayor requested feedback on Lobbyist Nikki Strong as her contract is up for renewal on September 30, 2020. Mr. Batzel advised that the City received her proposal, which is the same rate and same services as they are currently receiving. The proposal is a one-year agreement that is renewable for three years after the initial year. After a brief discussion, it was agreed to put this item on the next Board of Aldermen meeting for approval to extend Ms. Strong’s agreement for lobbyist services.

370 Lakeside Park Pavilion Sun Shade - Townsend

Alderman Townsend suggested placing a removable sunshade at the 370 Lakeside Park Corporate Pavilion for scheduled meetings that may be more prevalent due to COVID-19. Ms. Phillips stated staff would look into this further.


Mask Requirements - Townsend

Alderman Townsend asked about the mask requirements for visitors at City Hall. Mayor requested clarity from staff for requirements for City Hall and Rec-Plex visitors. Mr. Batzel advised that the mandate is for employees only to wear masks in the buildings when not able to maintain six feet distance and when speaking with residents. Visitors are recommended to wear a mask, but not required. After further extensive discussions, it was agreed to continue with the current mask requirements and have staff place additional signage at entrances to encourage the use of a mask by all.

Lakeside 370 Park Gates Update - Mayor

Mayor gave an update on the previously Board of Aldermen approved 370 Lakeside entry iron gates that have been budgeted for a couple years. Ms. Phillips stated the original custom gates were budgeted for $30,000. Staff has obtained a design to match the entrance sign of two stone columns on either side of the gate and a handful of cutout animals on top. Staff will weld and build the stone columns and order the animals and install in-house.

Vicki Phillips and Erin Gardner left the meeting in process at 7:45 p.m.

Chief Struttmann left the meeting in progress at 7:46 p.m. and returned at 7:50 p.m.

Purchasing Code Update – Pratt

Ms. Pratt reminded the Board that John Young has been working on City Code Updates and stated that Purchase City Code Section 135 has not been updated since 2000.

Ms. Pratt displayed a slideshow on suggested updates to the purchasing levels for goods and services. Purchases under $1,000 that are primarily pick up and one-time credit card orders will increase to a $3,000 purchase limit. Previously there were two (2) purchase levels from $1,000.00 to $3,000.00 and $3,000.01 to $10,000.00 that require at least three (3) written bids for the item(s) and award the purchase to the lowest responsible bidder. These two purchase levels will combine for $3,001 to $25,000 purchase limits. Purchases previously in excess of $10,000 that require advertisement for sealed bids will increase to purchases over $25,000.

Ms. Pratt proposed to add language to support system compatibility standardization purchases. This may relate to equipment that must be purchased from an authorized dealer requiring a memo from staff and approval from City Administrator. Ms. Pratt recommended to clarify the definition of blanket purchases and clean up language to be consistent with State Statue of local preference and professional services for architectural services or land survey services and update procedures for professional services. Class A purchases are made by the department under $5,000, is recommended to increase to $10,000. For professional services that are between $5,001 and $20,000 will increase to $10,001 to $75,000 which requires three (3) written proposals. Anything that was previously over $20,000 for professional services and requires to be advertised for sealed proposals will increase to any professional services over $75,000.

Ms. Pratt’s final recommendation is to update the City Administrator’s authority to approve professional services up to $75,000, an increase from the $20,000 limit that was set in 2000. There are no proposals to change the approval authority for goods and services


of up to $100,000 at this time. Anything over these limits will go to the Board of Aldermen for approval.

After a brief discussion, it was agreed to put this item on the August 27, 2020 Board of Aldermen meeting for approval to increase purchase level limits.

Alderman Violet left the meeting at 7:53 p.m. and returned at 7:56 p.m.

Premier 370 Development Agreement Schedule – Batzel

Mr. Batzel reviewed the Premier 370 Development Agreement schedule with CRG and Project Smile for the next two months. This client is requesting vehicle charging stations and will be the first of this magnitude in the area.

Chief Struttmann stepped out of meeting at 8:03 p.m. and returned at 8:10 p.m.

Medline Update - Mayor

Mayor gave an update after an online meeting with a Medline liaison regarding their new facility. Mayor would like the Board present for their ribbon cutting in the spring or summer of 2021. They’re not sure they will be able to have a groundbreaking due to Covid. Mayor noted that Medline uses FedEx exclusively for shipments.

Space Force Recognition - Mayor

Mayor stated that he contacted the Veteran’s Commission regarding the Space Force program, which is under the Air Force, and wants to recognize this program in the future. Further direction will be made after the Veteran’s Commission has discussed.

Wreaths Across America - Mayor

Wreaths Across America contacted the City regarding storing their trailer on the City Hall parking lot, but has now located a place in St. Charles County.

2025 Vision Planning - Mayor

Mayor is recommending the Board attend a “2025 Vision” planning weekend possibly in Innsbrook, Missouri in October. This location will prevent outside distractions or prevent attendees from leaving for other plans. A meeting to decide the 2025 Vision direction will then take place in the City of St. Peters the following week. Mayor asked for those interested in attending to contact Cathy Pratt or Russ Batzel.

Executive Session re: Litigation, Real Estate and Personnel, pursuant to Section 610.021 (1)(2)(3)(9)(12)(13)(14) & 610.022 (1-6)

Alderman Bateman moved and Alderman Barclay seconded the motion to enter Executive Session re: Litigation, Real Estate and Personnel, pursuant to Section 610.021(1)(2)(3)(9)(12)(13)(14) & 610.022 (1-6) and then adjourn the FY’21 Budget Update Work Session meeting from the Executive Session. With the motion approved, the Board of Aldermen entered Executive Session at approximately 8:20 p.m. Roll Call was taken as follows: President of the Board of Aldermen, Alderman Reitmeyer: Absent; Alderman Bateman: yes; Alderman Violet: yes; Alderman Sartorius: yes; Alderman Townsend: yes; Alderman Barclay: yes; Alderman Reimer: yes; Alderman Trupiano: yes.

Documents

FY’21 BUDGET UPDATE WORK SESSION MEETING MINUTES OF … 8-4-20 FY-21... · 2020. 12. 18. · Page 2 FY’21 Budget Update Work Session Minutes of August 4, 2020of 21 Golf and Banquet