Crystal Lake Park

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MINUTES

of the City of Crystal Lake Park, Missouri

Regular Meeting of the Board of Alderman

Monday, August 14, 2006

Mayor Balcer welcomed the residents to the meeting and asked that roll call be taken.

ROLL CALL:

Mayor and Alderpersons:  Present:  Mayor Matt Balcer, and Alderpersons Bonnie Taylor, Jim Gehringer, Jim Leonard and Sandy Spitzer.

City Officials:  Present:  City Clerk Lois LaDriere, City Treasurer Ann Bradley, City Attorney Dan Human, Building Commissioner  (BC) Robb Lappe and Planning & Zoning (P&Z) Commission member Rita Brinkmann, as well as Board of Adjustment member Martin Long. 

Mayor Balcer asked for a vote to approve the Meeting Agenda for August 14, 2006.  Alderperson Taylor requested that web site maintenance be added under New Business and Mayor Balcer added Estate Sales under New Business.  In addition BC Lappe asked for his report to be included under City Officials on the Agenda, following which the amended Agenda was approved.

Mayor Balcer made a Motion to approve the July 2006 minutes, which was subsequently seconded and approved.

Audit:  Next on the agenda was the presentation of the annual audit by Penny Hill, a representative of the accounting firm of Hochschild Bloom.  Hill summarized the contents of the audit for the Board.  After the presentation, Mayor Balcer noted that her firm was recommending a Fraud Detection Program.  Hill explained that they were recommending the City develop a policy on what should be done in the event someone suspects fraud, and include reporting procedures.  Hill also noted in the audit that some invoices for the street project could not be located, although the warrants were available.  Mayor Balcer stated that no invoices had been received for the street project and that the contract called for specific payments to be sent at various times throughout the project.  City Attorney Human noted that in the future the City should obtain an Application for Payment from contractors.  Hill noted a couple of other missing invoices and the Board agreed that going forward the City would ensure that invoices would be obtained from vendors and contractors for services provided.

Alderperson Taylor asked what funds and expenses were included in the budget line item “Other Income,” and was told it was all from MSD.  Alderman Leonard suggested and made a motion to combine the street fund into the Capital Improvement Fund.  The motion was seconded and approved by the Board.  Alderperson Taylor asked if the City should formally adopt any of the recommendations by Hochschild Bloom.  Mayor Balcer suggested that a policy be developed to report possible fraud, i.e. a Fraud Watch Policy.  Concerning interest to the general fund, Alderperson Spitzer suggested that until income from investments exceeds $15,000 per year, the income should remain in the general fund.  A Motion was duly made, seconded and approved.  Mayor Balcer then asked if there were any additional questions concerning the audit or the planning of the budget for 2007 and, there being none, he moved on to the next item on the Agenda.

ORDINANCE: 

Bill  no. 410

Mayor Balcer opened the public hearing on proposed Bill no. 410, and City Attorney Human noted that the necessary information had been published and the public hearing duly advertised.  There being no comments or questions from the public concerning Bill no. 410, Alderperson Geringer made a motion to close the public hearing, which was seconded and approved.  A motion was then made to read Bill no. 410 by title only for the first time, and was seconded and approved, and City Attorney Human read the bill.

AN ORDINANCE ESTABLISHING THE ANNUAL RATE OF TAX LEVY FOR THE YEAR 2006 ON ALL PROPERTY WITHIN THE CITY OF CRYSTAL LAKE PARK, MISSOURI; PROVIDING FOR THE EXTENSION OF SAID TAXES ON THE BOOKS OF THE COLLECTOR BY THE COUNTY CLERK; AND PROVIDING FOR THE COLLECTION THEREOF.

A Motion was made by Alderperson Gehringer to read Bill no. 410 by title only for the second time, which was seconded and approved.  City Attorney Human read the bill.  Follwing the final reading of the bill by title only, on motion of Alderperson Gehringer, seconded by Alderperson Leonard, the bill was approved on the following vote:  Jim Gehringer – Aye; Bonnie Taylor, Aye; Sandy Spitzer – Aye; Jim Leonard – Aye.  The Mayor then declared the bill adopted as Ordinance no. 385. 

Passed and approved by the Board of Alderpersons of the City of Crystal Lake Park this 14^th day of August, 2006 

CITY OFFICIALS:

Treasurer’s Report:  Mayor Balcer asked City Treasurer Bradley to give the financial report.  Bradley first recommended eliminating the use of handwritten warrants, indicating that she could include the same information in a warrant list similar to the information already included in the monthly check detail.  Bradley then provided the check detail for July, copies of which were distributed to Board members.  Alderperson Spitzer asked a question concerning compensation on the profit and loss statement.  He inquired why administrative personnel expenses had increased and office expenses had decreased. Bradley explained that the change was due to a reclassification of the City Clerk compensation from office expenses to administration personnel this past year.  Mayor Balcer noted that the cost of snow removal provided by Living Décor had increased over last year.  He stated that the company may have salted the streets at times when it was unnecessary, and suggested when the contract for renewal occurs in December 2006, it should indicate the company should salt the streets per the City’s request only.  Treasurer Bradley noted that the invoices from Living Décor were detailed and agreed to locate the invoices from last winter to ascertain how much the City spent on salting the streets.  There being no further financial business, Alderperson Taylor made a motion to approve the July 2006 check detail, which motion was seconded and approved.

Planning & Zoning Commission and Board of Adjustment Report:   Mayor Balcer then asked BC Lappe to report on Planning and Zoning, and Board of Adjustment matters.  BC Lappe asked a question pertaining to Occupancy Permits.  He inquired as to whether it was the home purchaser or the seller who requested an occupancy permit and whether or not the City collected fees for same.  It was noted that the seller was responsible for obtaining an inspection and occupancy permit.  It was also noted that fees were rarely collected by the City for inspections and occupancy permits.  Mayor Balcer suggested that the City Clerk develop a Public Notice to place on sellers' properties explaining that sellers are required to obtain an inspection and occupancy permit when selling their home.  

BC Lappe then reported on some code violations within the City.  He noted that resident Tim Hennessey had constructed a shed addition to his home and had subsequently been notified he was in violation of city codes.  Hennessey later submitted a plan for the shed to the Planning and Zoning Committee, which approved the shed under the condition that he would add exterior brick to it.  That condition was never met and BC Lappe asked City Attorney Human to advise him as to what his options were.  Human said that Lappe should send a formal letter.  Lappe responded that he had already done so, after which Hennessey had appealed the P&Z decision to the Board of Alderpersons which upheld the decision of the P&Z.  Human said a second letter should be sent to the resident, by certified mail, with copies to himself and Mayor Balcer.  He noted that the issue was really an architectural review board matter as opposed to an ordinance matter.  Human offered to send a letter from his law firm and Lappe agreed to provide Human with the minutes of the meeting at which Hennessey’s shed plan had been addressed.

Lappe then noted the residence owned by the Crocketts at County Club Drive and Oak Drive contained a green metal shed, and that they had been informed of the violation of the City ordinance in that regard three months ago.  At that time they had been asked to remove the shed but to date have not done so.  Human suggested that Lappe send a letter to them making reference to the ordinance in violation. 

Lappe then reported that the builder who owned the property at Crystal and Grandview had been denied a six inch variance request on the south side of the new home to be built. 

Greg Heck not being present, Lappe reported on street commission matters, noting that Living Décor was cleaning up various drains in the City to clear them of debris. 

Mayor Balcer then asked Human who maintains responsibility for a dead tree that presents a danger.  Human replied that it would be a public nuisance hazard and that the property owner should be required to remove a dangerous tree.  Mayor Balcer also inquired about tree and bush limbs and branches which protruded over the street side curb.  Human responded that the issue was a one of city maintenance and should be incorporated into a city maintenance program.  Balcer suggested that Street Commissioner Greg Heck contact a vendor to trim such overgrowth.

OLD BUSINESS:

A.         Bulletin Board.  City Clerk LaDriere reported that the new City bulletin board had been ordered on July 26 and would be installed the first week of September.

B.         Street Maintenance.  City Clerk LaDriere reported on her search for a street maintenance company.  She stated that she had contacted three companies, two of which had responded.  She also noted that both responding companies suggested that the City identify a budget for the annual maintenance of the City streets.  A discussion ensued and Board members agreed that the street maintenance companies should provide proposals detailing the cost and procedures they would take to maintain the streets annually.

C.         Onyx/Superior fees.  City Clerk LaDriere reported that she had spoken to a representative of the trash collection firm concerning notices residents had received in their most recent bill indicating that a possible fee increase could occur.  LaDriere said that the notice had been included in the bills to all customers of the firm but did not apply to the City because of the current three year contract. 

D.         No Parking Signs on Bus Route.  Board of Adjustment member Martin Long reported that he and Alderperson Gehringer had surveyed the City streets to identify places, particularly along the school bus route, which would require “No Parking” signs.  Long distributed a map identifying those sites and recommended that the City purchase and place the signs where noted on the map.  A discussion ensued and Alderperson Taylor asked if there was an issue of insufficient City funds to pay for the signs.  Mayor Balcer indicated that the issue was whether or not the City wanted an influx of signs in the community.  BC Lappe suggested that “No Parking” be painted on curbs at the sites as an alternative to signage, to avoid cluttering the City with signs.  Long responded that he did not believe residents and guests would see the curb notices as well as the signs.  A motion was made to authorize Long to purchase and install six signs on the bus route as indicated on the map, as well as “No Parking” signs as noted on Country Club Court.  The motion was seconded and duly approved by the Board. 

NEW BUSINESS:

A.      Web Site Maintenance:  Alderperson Taylor recommended the City update its website, noting that the outdated information currently on the site was confusing to residents.  A discussion ensued and City Clerk LaDriere agreed to contact Lydia Sanders,  the person currently responsible for putting information on the web site.  LaDriere noted, however, that it would be extremely time consuming to gather all of the updated information, including minutes, update the City Officials on the site, and generally revamp and enhance the site.  Alderperson Gehringer suggested that the City hire a web site host and technician to handle the project.  City Clerk LaDriere said that most of the time required was in gathering the updated information rather than in the technology of revamping the site and adding information.  Alderperson Taylor asked LaDriere if she would be interested in taking on the project if duly compensated, to which LaDriere agreed.  LaDriere stated that she would schedule a meeting with Sanders to discuss the scope of the project with her and report on the matter at the September meeting. 

B.     Estate Sales:  Mayor Balcer stated that the prior weekend a resident of the City had held an estate sale.  He noted that there was a multitude of cars parked legally and illegally throughout the City, cars had run over residents' lawns and also hit a parked car.  He suggested that the City streets were too narrow to accommodate the number of cars attending an estate sale.  He asked the Board to contemplate whether or not the City should ban estate and yard sales in the future.  He asked the Alderpersons to voice their opinions at the September meeting of the Board.

Mayor Balcer announced that the next regular meeting would be held on Monday, September 11, 2006.  A motion was made to adjourn the meeting at 9:30 p.m..  Motion passed unanimously.

MINUTES RECORDED BY:_____________________________________________

                                                            City Clerk, Lois A. LaDriere

ATTEST:_____________________________________                                          

         Matt Balcer, Mayor