08 09 2013

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Office of the City Administrator
2348 S. Brentwood Boulevard
Brentwood, MO 63144
314-962-4800
fax 314-962-0819
www.brentwoodmo.org

TO: MAYOR KELLY; BOARD OF ALDERMEN
FROM: A. BOLA AKANDE, CITY ADMINISTRATOR  
CC: FRANK H. ALBRECHT, CITY ATTORNEY; CITY STAFF
DATE: AUGUST 9, 2013
RE: WEEKLY CITY ADMINISTRATOR REPORT 


DATES TO KNOW:

Thursday, August 15 at 6:00 p.m (PDF).: – Meeting on the Deer Creek Feasibility Plan will take place in City Hall in the BOA Chambers. CH2MHill (the City’s engineering consultant) and staff have been working on the Flood Mitigation Report since the initial stakeholder meetings last November. Thanks in great part to stakeholder input, the draft report is now complete. Elise Ibendahl, P.E. C.F.M., with CH2MHill will make a presentation followed by an opportunity for questions.

Thursday, August 29 at 4:30 p.m.: Ways and Means Committee meeting in Brentwood City Hall.

Thursday, August 29 at 4:30 p.m.: Citizen Budget Forum - Ways and Means Committee meeting in Brentwood City Hall.  I have been asked to publicize the August 29, 2013, Ways and Means Committee amongst the public. The committee would like to implement a Citizen Budget Forum. The expectation is that each year going forward, this would become part of the preparation process for the City's budget submission. The Citizen Budget Forum would provide citizens with an opportunity to discuss, provide feedback and be involved in the process. The forum would evolve overtime. This year, the goal is to allocate some time during the scheduled meeting to hear from the citizens. Attached is the 2014 Budget Calendar. Please let me know if you have any questions.

Monday, September 9 at 7:00 p.m.: Special Session of the Board of Aldermen in Brentwood Community Center. Meeting moved up due to attendance of members of the board at the MML Conference.


___________________________________________________________________________


1. AGENDA FOR THE SEPTEMBER 9, 2013 AT 7:00 P.M. BRENTWOOD BOARD OF ALDERMEN REGULAR MEETING AT THE BRENTWOOD CITY HALL.

 

CONSIDERATION AND APPROVAL OF THE MINUTES OF THE BOARD OF ALDERMEN MEETING OF:

 

· Special Session of the Board of Aldermen – August 5, 2013

 

PRESENTATION/RECOGNITION: NONE

 

PUBLIC HEARING: NONE

 

 BIDS: NONE

 

SYNPOSIS OF BILLS AND RESOLUTION – September 9, 2013

 

2. INTRODUCTIONS, READINGS, AND PASSAGE OF BILLS AND RESOLUTIONS 

 

· Bill No. 5787 (PDF)Mobile Food Vendor - This Bill is for an ordinance amending chapter 12 of the revised code of ordinances of Brentwood, Missouri by deleting article viii in its entirety, and by adding in lieu thereof a new article viii as it relates to a pilot program for mobile food vendors. The ordinance would allow mobile food vendors for a period of twelve (12) months from the adoption of the ordinance in order to discern the impacts of mobile food vendors on the City of Brentwood, its businesses and inhabitants. See Board of Aldermen Rationale (PDF). Also attached are letters from OB Clark (PDF) to the City and a letter (PDF) from the City to all brick and mortar restaurants. A hardcopy of the map has been placed in your mailbox.


· Bill No. 5789Ancillary Benefits Broker – This Bill is for an ordinance authorizing the mayor and/or city administrator to approve an agreement with Hays Consulting. Review has been conducted of proposals received to secure the services of a professional benefits broker that will ensure the City is receiving the most competitive pricing on benefits offered to full time staff, as previously authorized. At its May 30th meeting, Ways and Means Committee recommends approval. See memo and reference checks summary sheet

 

RESOLUTIONS: 

 

EXCISE COMMISSIONER: 

 

Temporary Liquor License:  There is a temporary liquor license application for the board of aldermen’s consideration. A request for a voice vote by the Board of Aldermen to approve this item will be presented. The item is provided below. George Clements, Excise Commissioner will be absent. The City Administrator will present this item.

 

O. B. Clark’s (PDF) - The City received a temporary liquor license application from O. B. Clark’s at 1921 South Brentwood Boulevard, for the Maddenfest Celebration scheduled to take place on September 20 and 21, 2013 at Brentwood Park.

 

WARRANT LIST:

 

MAYOR:


DIRECTOR OF PLANNING AND DEVELOPMENT: NONE


CITY ADMINISTRATOR NONE

 

CLOSED SESSION: NONE

 

UNFINISHED BUSINESS: NONE

 

NEW BUSINESS: NONE

 

INFORMATIONAL ITEMS: 

 

1. The Watering Bowl Update – The fence went up week before last and we are just waiting on the sound curtains. They are custom cut to size, and with the way that fence runs downhill we couldn't order them until the fence was up to insure we had the correct measurements. I just signed off on the engineering drawings for the curtains earlier this week, so they should be here in 3 weeks. Once they get here we will get them up immediately. The owner also added another person to each of the shifts to give him additional supervision outside. This information was shared with Denise Soebbing on Friday, August 9, 2013.


2. Missouri American Water Project Update – They are replacing a water main in the Right-Of-Way on Brentwood Place. They are sending in a crew next week to begin the water main replacement project. They will be notifying the residents by letter. They anticipate the project to take 5-6 weeks from start to finish.


3. Planning and Zoning Commission Agenda – On the August 14th agenda is a petition for a conditional use permit and site plan approval for an automotive repair, paint, service and mechanical business at 8071 and 8075 Manchester Road: (Case #013-013). The petitioner is Garry Goddard for Car Craft Carstar. This location is at the corner of Manchester Road and Hanley Road.


4. Asphalt Projects - Missouri American Water Co. is planning to replace the entire water main on Brentwood Pl. They are scheduled to start the replacement the middle of next week and should be completed in five to six weeks. Brentwood Pl. is one of the streets that is going to be milled and overlaid. Staff spoke with West Contracting and because of the mobilization and type of equipment needed to complete the work involved, they will need to delay the mill and overlay of all three streets until the work has been completed by Missouri American Water Co. Work on the Maple Trail is still schedule to be completed this summer.


5. Citizen Budget Forum – The Ways and Means Committee would like to hear from you (residents) on your sense of priorities, ideas and comments for the City as we begin to prepare the 2014 Budget. The committee meeting is scheduled for Thursday, August 29, 2013, at 4:30 p.m. This announcement has been uploaded under “News Flash” on the website and on BTV-993.


6. Special Meeting of the Board of Aldermen to set the 2013 Tax Rate – As you know the tax rate information from the county is sent to us late. What this means, is that we have very little time to schedule a public hearing and have the board adopt the tax rate. Last year we were given an extension. We cannot count on this always and since we meet early in September due to MML, it is advisable for us to schedule another meeting for September 23 or 30th.


7. St. Louis County Municipal League – The League office is being vacated and will be razed. The current space and some utilities are provided by the County at no charge, but this will change when they move to a private office building. The membership fee we pay is based on population ($3,700). A budgeted item in Legislative Services. The special assessment, a five percent (5%) increase will cover most of the new office expenses. This amount can be absorbed in the budget. See attached letter (PDF).


8. St. Louis County Municipal League – Annual Report (PDF) – Attached is the annual report of the League activities. 

 

9. Children at Play Sign – There was a request to place a children at play sign at Collier Avenue and Pendleton Avenue and Collier Avenue and Russell Avenue. A sign has been placed at Collier & Russell. Staff ordered additional signs. They should be here late next week.

 

10. Recodification Update – Planning and Development Title IV – Staff heard back from the planning development consultant, who says that and when it reads “OK” in the P&Z Subcommittee response column, it means no change was recommended by the P&Z Subcommittee. They did not agree with making any change to Sullivan’s recodification draft for that particular item. Staff is researching other items brought up at the meeting.

 

11. Recodification Update – Fire Department and Parks and Recreation Department – Two weeks ago, in the weekly city administrator report, staff provided the matrix for the two departments. Please let me know if you have any questions we can answer or have ready for the next special work session meeting.

 

12. Personnel Update – Planning and Development Director/Assistant City Administrator – Sixteen (16) applications were received for the position of the Planning and Development Director/Assistant City Administrator. Three finalists were selected to participate in a series of interviews and presentations on Thursday, August 1st. The finalists were interviewed by a panel made up of representatives from the Planning and Zoning Commission, Architecture Review Board, and the Board of Adjustment. Candidates were also interviewed by and made presentations to members of the management team. Recommendation on the top rated finalist will be forwarded to the Mayor and Board of Aldermen for consideration.


BOARD OF ALDERMEN TENTATIVE AGENDA - SEPTEMBER:

 

13. Bill No. 57XX - IT Policies Update – Staff has pending updates to the Employee Handbook and would like to bring all changes to the board at the same time, so these bills will be presented at a later date. - This item will be placed on an upcoming Board of Aldermen agenda. We expect additional policies and edits and corrections to the Employee Handbook and would like the chance to present this at one time.


This Bill is for an ordinance that adopts new Information Technology policies and procedures for the City of Brentwood. This will be an addendum to the Employee Handbook adopted this spring. Robin Zlatic began employment as I.T. Manager on May 1st. Since this time, she has diligently been working to provide updates to the city’s information technology. The implementation of several policies and procedures are being proposed to minimize security risks, comply with certain audit requirements, as well as, provide some immediate and long term cost savings. See memo (PDF). Ways and Means Committee recommend approval of the following policies;

Interactive Network Login Screen (PDF),

Domain User Account IT Security (PDF),

IT Remote Access (PDF)

IT Change Control (PDF),

Change Request Form (PDF),

Financial System Access (PDF)

User Request and Audit form (PDF),

Server Security (PDF) and Anti-Virus/Anti-Spam Solutions (PDF)

 

PUBLIC SAFETY COMMITTEE TENTATIVE SEPTEMBER AGENDA:

 

1. Bill No. 57XX - Policy for Ambulance Fee Applicability (PDF) – This item spells out the Policy for Ambulance Fee Applicability”, in other words, how the city chooses to charge for the use of its ambulance service. See revised Memo (PDF). Public Safety recommends approval. Ways and Means Committee were briefed. Staff is developing a procedure on the write-off.

 

WAYS AND MEANS COMMITTEE TENTATIVE AUGUST 29 AGENDA:

 

1. Discussion – City of Brentwood Library Ordinance # 351

2. Proposed 2013 Property Tax Rate

3. Discussion – Audit Committee

4. Citizen Budget Forum

 

PUBLIC WORKS COMMITTEE AUGUST 14, 2013 AGENDA: 

 

1. Discussion on Bringing Alcohol to the Maddenfest Celebration – In preparation for the Maddenfest Celebration this year, and given observation and incidents that have taken place over the past several years, staff recommends the city change the current practice so that participants are not allowed to bring alcohol to the Maddenfest celebration. See staff memo (PDF).


2. Bill No. 57XX – Amendment to the Permit Fee Table (PDF) - On Monday, July 15, 2013 the Board of Aldermen approved Bill No. and the revised building permit fee table. When staff was getting ready to publish the schedule, they noticed it was not the complete list. The Fire Safety Permit Fees, the heading Demolition Permits, Residential Demolition Permit and the header “Deposit Amounts” under Commercial Demolition Permits were inadvertently omitted and so was the policy for the refund of permit fees. This item will be taken back to Public Works. See memo (PDF).


3. Brentwood Forest Decks – Building Permits and Fees Policy and Procedure – The Planning and Development department would like to put into practice a policy and procedure for code enforcement matter regarding building permit fees for decks in Brentwood Forest. See memo (PDF) and policy and procedure document. (PDF)


4. Discuss Ordinance regarding RV Parking Rules – Resident Tina Lombardo sent a Citizen Request (PDF) to the City dated August 6 where she states that this is very concerned about the ordinance that permits RVs to park indefinitely on the streets of Brentwood. Staff would like to review ordinance, prepare additional information on the number of property owners changing the ordinance would impact and the number of code violations so that Public Works Committee has that information when they discuss this item. Ms. Lombardo provides information that indicate the City of Chesterfield (PDF) had a similar problem with people taking advantage of the loophole in their ordinance and in April 2011 adopted an ordinance that prohibits permanent parking of RVs on any residential lot or within 500 feet of any residential lot. Furthermore the ordinance would allow for visitors or loading and unloading, RVs can be parked on a paved surface on residential property twice a month for three days at a time. They can also be parked on the street twice a month for one day at a time. The Chesterfield ordinance applies to boats, motor homes, jet skis and travel trailers. Lots larger than two acres are exempt from the ordinance. See Chapter 25 - Article VI. Vehicle Operation In General - Parking of recreational vehicles on public streets - Sec. 14-286 from the Brentwood Code.

ARTICLE VII. STOPPING, STANDING AND PARKING Sec. 14-286. 

Parking of recreational vehicles on public streets.

(a) It shall be unlawful for the owner or operator of a recreational vehicle to park the vehicle on the public streets for a period in excess of five (5) days.

(b) A recreational vehicle in this section means a vehicle that is constructed to be used for recreational purposes such as hunting, fishing or other sports and, whether self propelled or a trailer, normally has accommodations for sleeping.

(Code 1969, § 22-65-1)

2. WEEKLY REPORTS:

 

Additional items for your review:


Fire Department

Weekly Update (PDF)

 

Parks and Recreation Department

Weekly Update (PDF)

 

Planning and Development Department

Monthly Report (PDF)

ARB Agenda (PDF)

July Residential Occupancy Permit Report (PDF)

Planning and Zoning Commission (PDF)

 

Police Department

Weekly Report (PDF)

Weekly Report by Violations (PDF)

 

 Public Works Department

Weekly Report (PDF)