Minutes of the Regular Session of the Board of Aldermen of Billings, Missouri on October g, 2015

at Billings City Hall, Billings, Missouri beginning at 7:OO p.M.

Present were: Mayor Bud Pierce, Officer Jason Hardy, Water & Sewer Supervisor Randy poindexter,
Treasurer Chris M. Hopkins, AttorneyJim Kelly, Bert Bond and City Clerk Ruth M. Haskins.
Guests

were: Willie Poindexter, Tony and Dianne from Taylor lnsurance and Ronald Fuch of Fox OilCo.

ROLL CALL

Venable
Fender
Brown
Coker
Powell
VanZandt

Present
Present
Present

Absent

Arrived at 7:55 P.M.

Present
Present

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Mayor Pierce asked everyone to stand for the Pledge of Allegiance.

'Mayor's

Comments. Only has a few items, Mayor stated Coker is trying to get the Library Board together.
Will start on repairs for Library, will have a work day. They hope to have the Library open by the end of
November.
PUBLIC PARTICIPATION.

Willie Poindexter asked to speak. Poindexter would like to change her cleaning schedule to once a week
instead of every two weeks, she states that it is too dirty to wait two weeks. Poindexter asked Mr. Brown
from the School to come and look at the tile floor and get his opinion about the buffing. Mr. Brown told
Poindexter the floor should be buffed every two weeks. Poindexter has gotten the correct cleaner now to
clean the tile, she ask that the City obtain a buffer. Mayor Pierce told her to get some numbers and bring
back to the Board for approval. Poindexter stated the signs at Casey's need to be move. Mayor stated they
need to stay where they are. Venable stated it would be easier to clean every week.
OLD BUSINESS.

a.

Mayor would like to move this item, review 2016 Budget, to be discussed after the Closed Session.
Motion by Venable seconded by VanZandt. Voting "Aye" Venable, Fender, Brown, powell and
VanZandt. Voting "Nay" None. Abstentions, None.
b. Poindexter presented verbally, Cummingham quoted S32,OOO to power wash, paint and hand tool off
rust spots; Pi.ttsburg Paint 559,700: Central Paint 535,000; verbal quote from Ozark Applications if
sand blasted would be $140,000 if only power washed and painted would be 593,000. Venable asked
if there were copies of the bids. Mayor asked Poindexter to make copies. Mayor asked the Board
wanted to go back to the same color, it can't be a dark color. Venable suggested yellow. poindexter
handed out copies to the Board. Mayor stated needed to put out for formal bid. Venable asked if a
Grant was available. Motion to advertise for formal sealed bids for next meeting, with any Grants,
made by Venable seconded by Fender. Voting "Aye" Venable, Fender, Brown, powell and VanZandt.
Voting "Nay'' None. Abstentions - None.
c. Poindexter had no bids for the ATV, postpone to next meeting. Motion to postpone to next meeting
made by VanZandt seconded by Powell. Mayor suggested Poindexter check at Home Depot or Lowes.
Voting "Aye" Venable, Fender, Brown, Powell and VanZandt. Voting "Nay" None. Abstentions-None.
d. Mayor to postpone to next meeting bids for repairs to the rear wall on City Hall. No information.

NEW BUSINESS, MEMORIALS, PROCLAMATIONS AND ORDINANCES.

a'

Consent Agenda. Motion to remove Wastewater Report out of the Consent Agenda made by Venable
seconded by VanZandt. Voting "Aye" Venable, Fender, Brown, Powell and VanZandt. Voting "Nay,,

None. Abstentions-None. Motion to approve the Consent Agenda made by powell seconded by
VanZandt. Voting "Aye" Venable, Fender, Brown, Powell and VanZandt. Voting "Nay" None.
Abstentions-None. Venable stated her water bill was about 550.00 higher and some citizens have also
called her about their bills. Mayor stated there was some misreads on the hand held meters. When
the citizens complained Poindexter reread the meters and making adjustments. Venable asked which
hand held. Mayor answered it was book 2. Venable asked if it was a software error or human error.
Mayor responded a combination of both. Motion to approve the Wastewater Report made by
Venable seconded by Fender. Voting "Aye" Venable, Fender, Brown, Powelland VanZandt. Voting
"Nay" None. Abstentions-None.
b. TonyTaylor of Taylor lnsurance addressed the Board. Taylor stated same company, EMC, there has
been a few claims this year, and overall it has gone up some this year. lncreased the building
coverage and rate increases. Venable and the Mayor stated the property has gone down. Venable

askedifautomobileinsuranceshavegoneupbecauseofthetwoclaims. Hopkinsstatedalsohad2
property claims. Brown asked what lnland Marine coverage was? Mayor stated it was the equipment
coverage that is not under the automobile coverage. Taylor stated someone always asked that
question. Motion to approve the payment of the premium, 51-7,036, made by Brown seconded by

d.

e.

f.

Powell. Voting "Aye" Venable, Fender, Brown, Powell and VanZandt. Taylor also stated Workman's
Comp willgo up in 201-6. Voting "Nay" None. Abstention-None.
Danley not available. Mayor stated this item needs to be postpone to the next meeting. Motion to
postpone to the next meeting made by VanZandt seconded by Powell. Voting "Aye" Venable, Fender,
Brown, Powell and VanZandt. Voting "Nay" None. Abstentions-None.
Mayor stated need a motion to postpone to next meeting. Motion to postpone to next meeting made
by VanZandt seconded by Brown. Voting "Aye" Venable, Fender, Brown, Powell and VanZandt.
Voting "Nay'' None. Abstentions-None.
Mayor stated Hopkins would like to attend the GFOA seminar on Friday, October 16th in Columbia,
MO. VanZandt asked if she learned anything last year. Hopkins responded yes. Motion to allow
Hopkins to attend the GFOA meeting made by VanZandt seconded by Fender. Voting "Aye" Venable,
Fender, Brown, Powelland VanZandt. Voting "Nay" None. Abstentions-None.
Mayor discussed obtaining a Cash Register that will be tied into the computer. Miss Dolores will be
retiring at the end of November. The register is set up for the ACS system, when payment is accepted
the register will print out a receipt and record that information to the computer, which will speed up
the data entry into the computer and also will cut down on the hand writing of the receipts. powell
asked if the total is SL,000 to get started or just the 5695.00 for the register. Mayor stated that was
not stated. Venable asked what the $390.00 was for. Mayor stated that was a service fee for
support. VanZandt asked how much was being paid now? Hopkins stated 51,092 annually. Venable
asked if he charged every time that he was called. Hopkins answered no, which is what the service
contract would cover. Venable asked why not get a register that would ring up everything? Hopkins
stated we are not set up to do that. Mayor stated he would like to have this in place before Dolores
leaves the last of November. Powell stated if you do not pay for service contract, it will cost the City
that much and maybe more to set up the machine. Motion to order the cash register from ACS and
pay the 5695.00 for the register and 5390.00 for the service contract, if that is required, made by
Brown seconded by Powell. Voting "Aye" Venable, Fender, Brown, Powelland VanZandt. Voting
"Nay" None. Abstentions-None.

g.

h.

Mayor needs authorization to sign the extension for the Capital lmprovement Sales Tax Loan. The
local Bank cannot finance a loan for a term longer that one year for a Municipality. Venable asked
did we not have the money to pay this off. Mayor stated this is paid by the Sales tax that comes in
every month, which is paid on the loan. Venable asked if the S16,000.00 paid on the loan would that
not reduce the interest. Hopkins stated that would not help, the 580,000.00 was put in the City
account to do the construction on City Hall. Motion to authorize the Mayor to sign the extension for
the People's Community Bank made by Brown seconded by Powell. Voting "Aye" Venable, Fender,
Brown, Powell and VanZandt. Voting "Nay" None. Abstentions-None.
Brown stated the MDC Auction at Salem, Brown gave Poindexter a flyer on mules and ATV's. Brown
thought someone might want to go. VanZandt stated can go on the lnternet and look at the vehicles
that will be for sale. Mayor stated the Board would have to authorize an amount that was to be spent
on anything that was bought. Mayor asked if anyone wanted to go. No vote taken.
Hopkins discussed the nine (9) month Budget Amendment. Mayor stated in the General Revenue
Account the income for the Court will have to be reduced. Hopkins stated all Departments need to be

reviewedtoBalancetheBudgetbeforeitcanbeaccepted. Hopkinsstatedsomeoftheaccounthave
been over spent, due to buying the Police Car that was not in the Budget. VanZandt stated need to
make appointment to see Chris. Motion to postpone to next month meeting made by VanZandt
seconded by Brown. Voting "Aye" Venable, Fender, Brown, Powell and VanZandt. Voting "Nay"

k.

None. Abstention - Coker.

Mayor asked Burt Bond to discuss the DNR Report on the Wastewater Plant. Mayor stated in the
packetisacopyoftheDNRreport. Bondstatedtherewerenosignificantdeficiencies. Removegrit
chamber won't have to fix. Bond stated the report contained recommendations. Venable stated the
report wants mandatory I & l. No action taken.
Mayor discussed building permits for renovations for remodeling of residential or commercial
buildings. Venable stated that most remodels are done by Contractors and they have to buy a
License. Mayor stated but they do not have to tell the location, therefore the contractor could work
multiple locations. Venable then stated but the contractor would be liable if anything was wrong.
Mayor stated the City has no recourse for just a contractor's license, but do have on a building permit.
Kelly stated the Mayor was correct. VanZandt asked Venable if they bought a permit to repair the
holeinthesideof herside. Venablestatednoandifshehad,shewouldhavebeenveryupset.
Brown just out of curiosity, remodel kitchen and needs rewiring, how could that be done. Venable
askedifanyonehasbeenhurtbyanyremodeling. PowellaskedMr.KellyiftheCityhadanyliability
on remodeling. Kelly stated City has no liability. No action taken.
Motion to approve payment of wages, expenses, bills, statements and other expenditures for the
month of September 2015 made by Fender seconded by Powell. Voting "Aye" Venable, Fender,
Brown, Coker, Powell and VanZandt. Voting "Nay" None. Abstentions-None.

9:00 p.m.

Motion that the Board go into Closed Session for the Purpose and discussion and possible vote on hiring,
firing, disciplining city employees Pursuant to Section 610.021(3) RSMo made by Venable seconded by
VanZandt.
ROLL CALL VOTE

Venable
Brown
Fender
Powell

Coker

VanZandt

Aye
Aye
Aye
Aye

Aye
Aye

Meeting closed to the Public.

Reopen Regular Session

a.

Review 2016 Budget. Mayor stated the City will not pay full amounts for dental and vision, it will stay
at half.
Police Dept. Pay raises: Karl will be 5f+.zS; Jason will be Stz.ZS: Cassie will be Sl-1.50 after probation
and with pay raise. Chief will remain @ 520.00 per hour, in May when he turns 65, his monthly
insurance premium will be added to his payrollwith payrolltaxes taken out of the insurance and
coverage will be dropped.
General-Administrative: Ruth will not be salary, willbe hourly @ $19.35, 25% General,25%
Municipal, 25%Water and 25% Sewer.
Chris will be 5L7.0O 1"5% Genera 1,25% Street, !0% Park,25% PublicWorks and 2l%Wastewater.
Public Works/Wastewater: Randy will be SfS.+S; Keith will be 59.50 after finish school after raise will
be Sg.gO; Donnie will be 59.60, no benefits; Katrina (if she decides to take the position, December l't
will be 510.00 and 5 days a week), January 1't she will be $fO.gO. lf she does not accept the position it
will advertised in the paper at 59.00 per hour beginning wages, 5 days per week, full benefits after 90

probation.
Mayor stated usually money is put in Reserve Account for a Police Car, howeve r for 2OL6 there will be
a Reserve account for Safety Equipment, i.e. Vests and Shotgun. Chief has applied for an equipment
Grant but if he does not receive the Grant, there will be money in Reserve for the equipment. lf the
Board has not heard, a new law went into effect on August 28,2015 SB5, the fine money will be
limited to 2O% of General Revenue as opposed to the 30% in the past. Any excess monies that is over
the 20% has to been sent to the state for schools. Mayor stated need to watch the revenue this year.
VanZandt wanted to know when Venable is going to spend the Grant for $5,000. VanZandt asked
Venable when the work would be finished in the Park. Venable stated have a problem getting the
equipment because of the payment expected when it is ordered, but it should be finished by the end
of the year.
No further business.

Motion to adjourn made by VanZandt seconded by Coker. Voting "Aye" Venable, Fender, Brown, Coker,
Powell and VanZandt. Voting "Nay" None. Abstentions-None.
Time 9:50 p.m.

Bud N. Pierce, Mayor

ATTEST

Ruth M. Haskins, City Clerk