MINUTES OF THE WORK SESSION HELD BY THE BOARD

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MINUTES OF THE PUBLIC HEARING HELD BY THE BOARD OF ALDERMAN OF THE CITY OF KIMBERLING CITY, MISSOURI APRIL 19, 2011

MINUTES OF THE WORK SESSION HELD BY THE BOARD OF ALDERMAN OF THE CITY OF KIMBERLING CITY, MISSOURI ON JANUARY 29, 2019


Mayor Fritz stated there is a quorum present, called meeting to order at 5:04 p.m.


PRESENT: Alderman Ward 1 Christian Martin

Alderman Ward 1 Virgil Moore

Alderwoman Ward 2 Michele Stump

Alderman up for Election Ward 2: Dan Jacobs


Absent Alderman Ward 2 Ed Bistline


Also Present: City Administrator Jerry Harman, Deputy City Clerk Laura Cather.


New Business:


City Administrator Harman went over several documents that the BOA had in their meeting packet.
Item #1: 2018 Actual to 2018 Budgeted spreadsheet.

Mr. Harman presented this spreadsheet showing the Board where the City budget ended in 2018 which included the water and sewer fund.

Item #2: Rate Analysis Report completed in 2010 by Carl Brown Consulting.

Mr. Harman gave the board page 5 of the report, along with definitions. This page covered the service unit costs and fees. Mr. Harman asked that the BOA think about base rates for business and residential. Should the City add a separate base fee to each unit in a building, even if they only have one meter but 5 separate units or add one full base fee per meter and come up with a lower service fee to add per each separate unit.

~At this time no comments were made on BOA thoughts.

Item#3: Sewer Rate Analysis and City goals.

Mr. Harman went over the information listed in the report, detailing out cost for the grinder pump, sewer debt, and waste water plant costs. He then covered the goals that he would like to see achieved and corrected.

This included:

changing the sewer rates to cover more of our costs.

Changing base fees and then correcting all the sewer accounts so they are being charged consistently across the board.

Writing an ordinance to raise rates on an annual basis to keep up with the inflation rate. Looking at the cost of allowing reduction meters in the City, should they be kept or are they costing the City to much and should we change the ordinance to no longer allow reduction meters.

Redefining apartments, and condos as either residential, or commercial so that they would be consistent since.

Finally cleaning up past administration issues and agreements. Mr. Harman went on to talk about an agreement that previous administration had put in place with Mr. Steed verbally on the rates that would be paid by his company when it hooked up to the sewer plant.

~At this time Alderwoman Michele Stump explained that the agreement was not made with Mr. Steed, but rather with the previous owner Mr. Christianson. All agreements were verbal and there is nothing that is recorded that shows the agreement, or that it transferred at the time the property sold to Mr. Steed.

Mayor Bob Fritz asked the BOA if the City should send a letter to Mr. Steed telling him that the agreement in now off the table and all sewer usage and base fees would have to be paid.

All members agreed this should be done.

Item #4: Inflation Rate Scenarios spreadsheet

Mr. Harman went over the inflation rate spreadsheet, starting with the 2010 chart and ending with the 2019 chart and totals.

Item #5: P & L Operating Revenue chart

Mr. Harman explained the information on the P & L statement, and then told the BOA that Larry Brown the City Treasurer would also go over the information at the next BOA meeting.

~At this time, Mr. Harman asked if there were any questions over the material that has been presented so far.

There were no questions from the board

Item #6: Rate Scenario worksheet

Mr. Harman went over the rate scenario worksheet giving detail about how much money the City would need to operate and what the sewer rate would need to be raised to in order to accomplish it. Although he did not recommend raising the rates to the full amount needed but rather raising the rates and base fees to the first scenario listed, with the option for yearly updates. He asked the board to think about what the end goal was, and what expenses does the City need to cover without taking from the reserve and to start, in the future replenishing the reserve fund.

~At this time, Mr. Harman asked if there were any questions over the material that was presented on this spreadsheet.

There were no questions from the board

Item #7: Base fee breakdown spreadsheet.

Mr. Harman presented the information on the spreadsheet paying close attention to the fact that there were many buildings that only had one base fee, with several units. Also, that there were many commercial spaces paying the residential rate, or some businesses of the same classification paying two different rates. He explained that this spreadsheet was still being updated.

~ Alderman Virgil Moore more asked that more detail be put into how many actual units were in each space to get the true findings on how many base fees SHOULD be paid if they go that route, or if service fees will be added. Jerry said that he and his staff would work on this to update the information and have it available as soon as possible.


Jerry closed the meeting asking the BOA to think about base rates and how they would like to handle classification of apartments, condos and living units. He also asked that they think about if they wanted to use base fees for each separate unit even if there is one meter, or if a lower service fee should be added.


Jerry asked for an agreement from the BOA to talk to Carl Brown to get a quote only, for a new rate study, and recommendations. The quote and information from Carl would be brought to the next meeting.

~BOA was in full agreement that Jerry could get this process started and bring the quote to the next meeting for future discussion.


Jerry then asked the board to think about what they would want to raise the sewer rates and base fees to.

~Alderman Virgil Moore said he would like to see $25.00 across the board for all users and then maybe go up a $1.00 a year.

Alderman Christian Martin said he would like to start with the first scenario that Jerry presented on the rate scenario spreadsheet and would like to stair step up each year until the were actually on track to make money.

Mayor Bob Fritz agreed the fees should be stair stepped up, but that commercial users and residential users should have different rates.

Alderwoman Michele Stump proposed the question if they set up a service fee how much would we charge? Mr. Harman said that if that was the way the BOA chose to proceed a study would be done to determine the correct cost according to what the fee would cover.


Mr. Harman then asked the board for an agreement to move forward with the letter from the City Attorney to Mr. Steed terminating any verbal agreement made between him and previous council.

~Board was in full agreement for Mr. Harman to start the process and handle the negotiations with Alderman Christian Martin stipulating that a copy of the letter be sent to each alderman with a heads up when it was sent to Mr. Steed.


Mr. Harman asked if there was anything else to discuss.

~BOA had no other items


Motion to adjourn made by Alderman Virgil Moore, Seconded by Alderwoman Michele Stump.


Meeting adjourned at 5:51 p.m.


APPROVED:


ATTEST:

___________________________________

____________________________ Pro Tem Mayor Virgil Moore

Deputy City Clerk Laura Cather

Board of Aldermen January 29, 2019


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