City of Smithville, Missouri Board of Aldermen - Work Session Agenda. August 27, :00 pm - Council Chambers

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1 1. Call to Order 2. Staff Report City of Smithville, Missouri Board of Aldermen - Work Session Agenda 3. Call to Order Public Hearing Property Tax Levy 4. Adjourn Public Hearing August 27, :00 pm - Council Chambers 5. Public Comment Pursuant to the public comment policy, a Public Comment Card must be submitted to the City Clerk prior to the meeting. When recognized, please state your name, address and topic before speaking. Each speaker is limited to three (3) minutes. 6. Bill No , Setting the Tax Rate Emergency Ordinance Sponsored by Mayor Boley An Ordinance setting the property tax levy on all taxable property within the City of Smithville, Missouri for st and 2 nd reading by title only. 7. YMCA Community Center Feasibility Study 8. Citizen Strategic Planning Process & Citizen Survey 9. Road and Bridge District 10. Municipal Court 1

2 11. Schedule of Fees 12. Utility Department Review 13. Adjournment to Executive Session Pursuant to Section (1 &2) RSMo (Future Agenda Items) 2

3 Agenda Item # 3 - Public Hearing, Property Tax Levy City of Smithville Meeting Date: August 27, 2018 Department: Finance Agenda Item: Public Hearing to Set the Property Tax Levy Summary: A public hearing is required before the property tax levy for 2018 can be set. Purpose: To allow for public comment on setting the property tax levy as required by Section , RSMo. Final assessed valuations were received by the City from Platte County on July 18, 2018 and Clay County on August 20, Assessed valuations totals are provided to the State Auditor s Office, which prepares the tax rate computations for the City s 2018 tax rate ceiling. The computations determined a tax rate ceiling of The City is electing not to take a voluntary reduction in the tax rate and set the 2018 property tax levy at the tax rate ceiling of This levy is unchanged from the 2017 property tax levy. The City s total assessed valuations appreciated by %. When coupled with the unchanged tax rate, this will provide additional property tax revenue for the City. A notice stating the hour, date, and place of a Property Tax Levy Hearing is required to be posted in at least three (3) public places within the political subdivision. Notice of Property Tax Levy Hearing was posted inside and outside of City Hall, inside the Smithville Post Office, inside the Smithville Public Library, and inside Price Chopper (an attempt was made to post the notice inside QT, but the request was denied by QT management). Impact: Comprehensive Plan: Economic Development Plan: N/A N/A 3

4 Parks Master Plan: Strategic Plan: Capital Improvement Plan: Budget: Legislative History: N/A The property tax levy is set on an annual basis. Suggested Action: Allow for public comment. Strategic Goal 1: Continued citizen engagement in local government. Setting the levy as close to the voter approved amount is necessary to fund the Capital Improvement Plan. The proposed levy will be reflected in the proposed budget. Attachments: Plans Contract Staff Report Ordinance Resolution Minutes Other: Pro Forma, Notice of Property Tax Levy Hearing 4

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8 NOTICE OF PROPERTY TAX LEVY HEARING A hearing will be held at 7:00 p.m., Monday, August 27, 2018, at Smithville City Hall, 107 West Main Street, at which citizens may be heard on the property tax rates proposed to be set by the City of Smithville, Missouri, a political subdivision. Assessed Valuation Current Tax Year Previous Tax Year Real Estate 134,500, ,901,330 Personal Property 29,040,159 26,503,246 Total $ 163,540,389 $ 156,404,576 Budgeted Property Proposed Fund Tax Revenue Tax Levy* Tax Levy* General Fund $ 757, * Per $100 Assessed Valuation The above tax rate calculations are subject to change based on final aggregate assessed valuation data submitted by the Board of Equalization from Clay and Platte Counties. 8

9 Agenda Item # 6 Set the Property Tax Rate City of Smithville Meeting Date: 8/27/2018 Department: Finance Agenda Item: Summary: Setting the Property Tax Levy The proposed ordinance sets the levy at $ This amount is the property ceiling set by Smithville voters, adjusted for compliance with the Missouri Constitution. The City must certify the levy to the Clay and Platte County Clerks Offices by September 1, Purpose: Voting to approve this ordinance will set the annual property tax levy by September 1, as required by Section , RSMo. Impact Comprehensive Plan: N/A Economic Development Plan: N/A Parks Master Plan: Strategic Plan: Capital Improvement Plan: Budget: Legislative History: N/A The property tax levy is set on an annual basis. Strategic Goal 2: Continue the Capital Improvement Planning Process. Setting the levy as close to the voter approved amount is necessary to fund the Capital Improvement Plan. The proposed levy is reflected in the proposed budget. Suggested Action: A motion to approve Bill No , for the first reading, by title only. A motion to approve Bill No , for the second reading, by title only. Attachments: Plans Contract Staff Report Ordinance Resolution Minutes Other: 9

10 BILL NO ORDINANCE NO. AN ORDINANCE FIXING THE ANNUAL RATE OF LEVY ON ALL TAXABLE PROPERTY WITHIN THE CITY OF SMITHVILLE, MISSOURI, FOR THE YEAR 2018 PURSUANT TO RSMo. BE IT ORDAINED BY THE BOARD OF ALDERMEN OF SMITHVILLE, MISSOURI, AS FOLLOWS: Section 1. The City of Smithville will require the following rates to be levied and collected on all taxable property with the City of Smithville, Missouri for the year, 2018: $757, General Revenue Total levy Section 2. This tax shall be levied and collected in the manner and form required by law. Section 3. This Ordinance shall be in full force and effect from and after its passage. Passed by the Board of Aldermen of Smithville, Missouri and approved by the Mayor of Smithville, Missouri this 27th day of August Damien Boley, Mayor ATTEST: Linda Drummond, City Clerk First Reading: 8/27/2018 Second Reading: 8/27/

11 Agenda Item # 7 YMCA Community Center Feasibility Study STAFF REPORT Date: August 27, 2018 Prepared By: Subject: Staff Report: Cynthia Wagner, City Administrator Community Center Feasibility Study - YMCA Administration Earlier this year, the Board authorized an agreement with the YMCA to perform a study to determine the feasibility of a Community Center in Smithville. The research study provided an assessment of the broader community s support for and likely utilization of a new YMCA located in Smithville. The study performed was a telephone survey with 301 respondents. Samples were drawn from a wide geographic area, with approximately 15% from the zip code. I met with representatives of the Y earlier this month to review initial findings. Potential interest appears to exist to a meaningful degree for a new YMCA in Smithville. Further, the data suggests that, to be viable, the facility should include an indoor pool. The representatives did indicate an initial interest on the part of the Y to operate a facility which the City would construct and for which the City would provide long term maintenance (i.e., HVAC, structural, etc.). The Y would provide day to day maintenance along with program and facility management. Initial estimates of facility cost are $15 million, with that cost borne solely by the City. In addition to construction costs, it would be anticipated that any negotiated agreement would include the City providing funding to offset operating losses realized by the Y in operations of a facility. Initial projections indicate nearly 1 million dollars in subsidy costs in the initial year of operation, with subsidies reducing as membership numbers grow. I have communicated to the representatives of the Y that a community based strategic planning process has been outlined as a Board priority and that I would be recommending to the Board that this information be included in a review of potential projects to be reviewed in a strategic planning process which could also assist in the identification of potential funding sources. 11

12 Agenda Item # 8 Citizen Strategic Planning Process & Citizen Survey STAFF REPORT Date: August 27, 2018 Prepared By: Cynthia Wagner, City Administrator Discussion of Citizen Based Strategic Planning and Community Subject: Survey Staff Report: Administration One of the short-term goals recently identified and adopted by the Governing Body is initiation of a citizen-based strategic plan. Knowing this may be a topic of discussion at the retreat, earlier this year I had initial conversations with representatives of the National Civic League (NCL) regarding various possible citizen-based planning processes. I contacted the NCL due to prior work with the group as well as their reputation for the strategic planning work they have facilitated in Gladstone. This conversation resulted in identification of four services the NCL provides to work with communities nationwide. The options are briefly described below, with cost ranges outlined. Civic Engagement Training this would be training for city staff and elected leaders. The NCL would work with the city to outline goals and tailor the training to help build city capacity for expanding civic engagement. Cost Estimate: $2,500 to $10,000 Engagement Planning Toolkit building on engagement training, NCL staff would work with the City as a whole or individual departments to create specific engagement plans and strategies that can be applied to various issues. Cost Estimate: $5,500 to $20,000 Specific Engagement Project building on engagement training, the City could choose to focus on one issue/project/initiative to increase community involvement. (As an example, the City of Castle Pines Colorado used this process to focus on increasing a sense of community belonging.) Cost Estimate: $5,500 to $20,000 Community Visioning and Strategic Planning Process identifying a shared community vision and creating a strategic plan. An outline of outcomes and process is attached. This is a process similar to what was undertaken in 12

13 Gladstone in the mid-2000 s and re-visited more recently. Other area communities, including Liberty and Raytown have utilized this process. Cost Estimate: $27,000 to $65,000 The final option, a full-scale community visioning and strategic planning process could include the school district, library, chamber and nonprofits in the discussion. The research phase would include groups outside city staff that should make presentations and lend resources to put together the community scan to take inventory of the current realities for the community. In addition to a strategic planning process, discussions have occurred regarding conducting a citizen satisfaction survey. A survey would assist in identifying areas of performance where citizens are satisfied or see room for improvement and could inform a strategic planning process. Survey results could also be incorporated as benchmarks in a priority-based budget document. An Olathe-based firm, ETC Institute, has a reputation and track record of conducting citizen surveys and provides information that can be used to benchmark cities performance over time as well as compare results to other similar communities nation-wide. I have contacted ETC Institute to determine costs and a survey could range in cost from $13,000 to $15,500, depending on the number of surveys and geographic information breakdown. In preparation for budget presentation to the Board, staff is seeking direction as to whether to include funds, and at what level, for citizen strategic planning and citizen surveying. 13

14 Community Assistance Program: Identifying a Shared Community Vision and Create a Strategic Plan The National Civic League can work with city staff and elected leaders to gather a diverse group of residents to create a shared vision and a specific and achievable strategic plan to move your community forward for the next decade. Key Outcomes: Consensus on a community-wide vision that is inspiring, forward-thinking and reflective of the desired future of the community; Assessment of community strengths and opportunities; Development of a strategic plan to impact the key action areas that clearly outline the specific steps; implementers, timelines and potential costs; Identification of an entity that will be responsible for implementation oversight; Production of a final report that effectively communicates the refreshed vision and strategies; Engagement of community members representing diverse interests and viewpoints; Consensus on the community s priorities and action steps for the future; Cultivation of new leadership within the community; and Community-wide ownership of the vision and action plans. Strengthen Community Engagement and Refreshing the Community Strategic Plan Community-planning projects facilitated by the National Civic League across the country typically have three stages. However, we will work closely with an Initiating Committee to customize a process that fits the specific needs of your community. In all of our work, we build on previous community assessment and planning efforts. The Initiating Stage is a pre-planning period that focuses on project logistics, development of the actual community planning process, and identification of stakeholders. The Planning Stage involves activation of the community-planning process and the development of the vision and community action plan by the initiating committee and stakeholders. The Implementation Stage focuses on implementation and continuous updating of the plan. Careful design and delivery of all three stages enhance the opportunities for an action plan that can create meaningful community change. 14

15 Initiating Stage -- Pre-Project Planning - Phase 1 Components Initiating Committee established with training on civic engagement strategies (includes residents, staff and elected officials) Stakeholder Analysis conducted (includes creating stakeholder report and interviews of different perspectives (aldermen and chamber of commerce/hoa leaders) in the community and how to reach them and inviting stakeholders to be involved in the process) Project Design Customized (Creating Engagement Outreach Plan) Project Structure Three Taskforces Formed (Coordinating and Logistics, Engagement Outreach, and Research) Evaluate Direction Finder Results Stakeholder Stage -- Planning - Phase 2 The National Civic League will assist the initiating group to chart an outreach plan that is best for Smithville. The engagement outreach plan will include a variety of components based on the work during the initiating phase. These can include Town Hall meetings, surveys, block parties, attending community events (book clubs, bunco nights, sports leagues), canvassing typical locations residents visit (e.g. grocery stores, soccer fields, coffee shops, libraries, schools, restaurants). It is during the planning stage that the Initiating Committee will execute the engagement outreach plan to work with community stakeholders to: Develop a Community-wide Vision Conduct a Community Scan using Direction Finder for service level benchmarking and the Civic Index to measure community infrastructure Select Community Priorities or Key Performance Areas (KPAs) Finalizing the Action Plan by prioritizing the goals and objectives associated with each key performance area and agreeing to action steps, responsible parties, and timeline Implementation of the Action Plan Phase 2B Implementation Strategies The transition from planning to implementation can sometimes be challenging. It is during this critical period that action plans either lose momentum or thrust themselves forward toward pointed community action and meaningful change. Whichever implementation approaches Smithville selects, there are some key principles that must be in place to ensure successful implementation. These include: Clear, thoughtful, implementable action plans with suggested funding mechanisms created in the planning process; Clarity and agreement on the charge, the expectations, the roles and responsibilities among all implementers; An effective two-way flow of communication that continues among implementers, the implementation entity, the larger stakeholder group, and the community; 15

16 Maintaining the integrity of the stakeholder process through the implementation stages (collaboration, open communication, inclusiveness); Maintaining a long-term perspective among all responsible parties; and Ensuring the implementation mechanisms remain apolitical. NCL will work closely with Smithville in developing an implementation entity that fits its needs and works for the whole community. Estimation of costs: National Civic League works with each community individually to create a framework that fits best. Cost of planning processes can vary from $27,000 - $65,000, depending mainly on the number of in-person facilitated meetings. 16

17 Agenda Item # Budget Road & Bridge District STAFF REPORT Date: August 27, 2018 Prepared By: Subject: Staff Report: Cynthia Wagner, City Administrator Road and Bridge District Administration Clay County currently assesses a Road and Bridge Tax on all properties in the County to provide for road/transportation network maintenance. That rate is currently $.08 per $100 of assessed valuation. Upon request, the city is entitled to 25% of those revenues in the form of services or revenues. In recent history, the City has requested cash to utilize on projects. This cash amount generally averages around $40,000. By statute (RSMo ), the county may place on the ballot a question establishing a special road district based on a geographic location identified. The attached county map outlines the special road districts which have been created in the County over the years. As you can see, special districts have been created in Excelsior Springs, Claycomo, Gladstone, Kearney, Liberty, North Kansas City and Pleasant Valley. Statute outlines that the special road districts (which are organized as separate board entities which establish spending priorities for taxes allocated to those districts) receive 80% of the Road and Bridge Tax collected within their jurisdiction. As noted, the City of Smithville currently receives approximately $40,000 annually in Road and Bridge taxes. Total revenues collected in Smithville are estimated around $160,000 (utilizing the $40,000 figure as 25% of total collections). Should a special district be established, that amount could increase to $128,000 (80% of $160,000.) A special district can only be created by election, with the question placed on the ballot by the County Commission. The County Commission is required to call the election upon the receipt of a petition signed by 50 or more registered voters within the district. Based on prior discussion (and positive recommendation) of the Planning and Zoning Commission and the Board of Aldermen, a surveyor has been contracted to update the legal description of the city to include annexations which have occurred 17

18 since the last update. That description is anticipated to be done next month and could be used to define the limits of a special district in Smithville. Staff is looking for direction from the Board as to whether to continue the process to create a petition to the county and what role the Governing Body members wish to have on a going-forward basis. 18

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20 Agenda Item # Budget Municipal Court STAFF REPORT Date: August 27, 2018 Prepared By: Subject: Staff Report: Cynthia Wagner, City Administrator Discussion of Options Relating to Municipal Court Administration Prior to 1978, many Missouri cities, including Smithville, had a police court for municipal ordinance violation cases. In 1978, the Missouri legislature revised Chapter 49 of the Revised Missouri Statutes to abolish police courts and establish municipal courts as divisions of the Circuit Court. RSMo Sec gave cities the option of establishing a municipal court or transferring their ordinance violation cases to associate circuit court. Some cities elected at that time to transfer their municipal courts. Smithville opted to establish a municipal court and the Board of Aldermen passed Ordinance number 755 (attached) on December 16, The City and the Municipal Court have coexisted effectively in Smithville City Hall under the 1978 state legislation and revised city ordinance. Following the events in Ferguson, MO in 2014, the United States Department of Justice conducted an in-depth investigation of the police and court systems throughout the state of Missouri, focusing on the Saint Louis area. This review identified deficiencies in both police and court operations. Following release of the report of findings, Senate Bills 5 and 572 were passed in 2015 and 2016 respectively to address perceived abuses. The Missouri Supreme Court revised its Rule (Supervision of Courts Hearing Ordinance Violations) and promulgated new Minimum Operating Standards (MOUs). Included in these changes is the requirement that municipal courts be completely separated from operations of the municipal Police Department and city government, focusing solely on judicial issues. The new rules and regulations imposed unfunded mandates on all Missouri cities, not just those in St. Louis. In the wake of these recent changes, many other Missouri cities have considered abandoning their municipal courts and several have made the election to transfer their courts. The Smithville Municipal Court Division has complied with requirements of the Supreme Court to the extent possible. Additional rules will become effective January 1 and, while we believe we can attain compliance, costs will be involved. 20

21 Additionally, the Supreme Court is mandating that all Missouri Courts move to a new computer system (which allows more transparency and accountability) within the next three years. There would be a cost associated with that change. While we believe we are currently in compliance with court requirements, we do need to look at the addition of a police clerk/assistant prosecutor. This position would be an addition to the 2019 budget. The delay in filling this position has primarily been related to a review of options for addressing our municipal court service provision. Earlier this year, Acting City Administrator Jack Hendrix initiated review of transfer of the Smithville municipal court and sending all cases to be handled through Clay County Circuit Court. This review is a result of a conversation with staff in Platte City indicating that they dissolved their Municipal Court a few years ago. Staff indicated this has been a good decision, reducing administrative and compliance issues with the court. While revenues have decreased by approximately 20% ($20,000), related city expenditures on courts have been reduced by almost $97,000. A similar financial review in Smithville indicates an estimated loss in court revenue of $42,000. If the court were transferred, the current municipal court clerk would be moved to the police clerk/assistant prosecutor position. The cost of adding a new police clerk/assistant prosecutor position would not be necessary, with a savings of $44,000. The current municipal court expenditure budget is $105,000. It is estimated that a savings of $28,000 in costs would be eliminated (after costs related to maintenance of software for records management purposes and salary and benefits costs for the municipal judge). The net savings taking all these items into consideration is estimated to be $30,000 annually. It is also estimated that police officer and code enforcement staff overtime would be reduced, as they would attend court only when subpoenaed for a case (and court dates would be during the day rather than the evening). In addition to these costs, costs associated with creating new work space in City Hall for an assistant prosecutor/police clerk would not be necessary. In addition to the financial ramifications, staff has reviewed and identified pros and cons associated with this action. The primary factor supporting dissolution is the reduction in administrative and compliance issues mandated by the State Supreme Court. Additionally, there is a potential for cases to be cleared more quickly. Primary concerns regarding dissolution are that charged individuals would have to travel to Liberty for court rather than appear here in Smithville, the fact that some charges and warrants may be forgiven, and all active cases must be dismissed. 21

22 A number of communities in Clay County (and some in Platte) have also begun reviewing alternatives relating to municipal court. Earlier this month, Smithville staff, along with Administration, Finance, Police and Municipal Court staff from Excelsior Springs, Liberty, Kearney, Claycomo and Gladstone met with the Missouri Supreme Court Monitor to discuss options relating to courts. In addition to transferring cases to the circuit court, consolidation of services was identified as an option. In either case, tickets and citations would continue based on city ordinance. In the case of transfer of court, cases would be transferred to the circuit court in Liberty for disposition. Consolidation would entail two or more courts and communities working to create a memorandum of understanding which would outline the process for provision of court service, including the location of the court, appointment of a judge, staffing, hours of operation, disposition of cases, etc. We believe this would be a time-consuming process and would not be attainable in the next fiscal year. Staff has met with Judge McGiffin regarding court operations. He provided the attached information. Staff believes the items outlined have been identified or addressed through our review and would be part of a transition process. Questions the Board may have regarding these items can be addressed at the work session. At this time, staff continues to recommend transfer of cases to the Circuit level as the most effective manner of continuing to provide court services for the City of Smithville in a manner which continues to comply with the Rules of Court and state legislation. As presented previously, if the Board directs staff to pursue the route of transferring the local municipal court, there are a few things that will need to occur. An ordinance authorizing transfer of municipal division cases to be heard in the associate division would have to be approved (draft ordinance attached). Fees would have to be reviewed and increased to be consistent with those charged by the County Courts. Following these initial steps, notifications would need to be made to the Presiding Judge and Circuit Court Clerk, the Missouri Highway Patrol and the Department of Revenue. Staff would also need to develop guidelines for review of outstanding cases and determining deposition of those cases (which should be refiled, and which should be dismissed). Additional internal accounting procedures would need to be addressed to facilitate closing the division. A draft ordinance electing to transfer municipal ordinance violations to be heard and determined by a Clay County associate circuit judge has been drafted and is attached for Board review. 22

23 At this time, staff is seeking direction from the Board as to whether or not to proceed with transfer of cases or continuing to provide municipal court in house. Direction is needed for budget development purposes. If transfer is directed, a budget will be developed based on transition out of local municipal court functions, with the position of municipal court clerk eliminated and transferred to fill the role of police clerk and construction changes would be minimal to adjust. Per state statute, the transfer could take up to six months to accomplish. If directed not to proceed with transfer, we will proceed as we have traditionally and will include all costs for municipal court in the 2019 budget and will initiate recruitment for an assistant prosecutor/police clerk and determine how to reconfigure City Hall space to accommodate that position. 23

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35 BILL NO. ORDINANCE NO. AN ORDINANCE ELECTING TO HAVE VIOLATIONS OF MUNICIPAL ORDINANCES OF THE CITY OF SMITHVILLE, MISSOURI HEARD AND DETERMIEND BY AN ASSOCIATGE CIRCUIT JUDGE OF THE CIRCUIT COURT OF CLAY COUNTY, MISSOURI PURSUANT TO SECTION OF THE REVISED MISSOURI STATUTES. WHEREAS, by passage of Ordinance No. 755 on December 16, 1978, the Board of Aldermen ( Board ) of the City of Smithville, Missouri ( City ) established the Smithville Municipal Court, a division of the Circuit Court of Clay County, Missouri as a continuation of the City s police court ( Municipal Court ); and WHEREAS, by the City and the Municipal Court, and their respective administrative, legislative and judicial functions have been conducted on the premises of the Smithville City Hall since establishment of the Municipal Court; and WHEREAS, by passage of Senate Bills 5 and 572 in 2015 and 2016 respectively, the Missouri legislature imposed new regulations and restrictions on the operation of municipal courts in the state and further defined the permissible interaction between cities and municipal courts; and WHEREAS, in response to Senate Bills 5 and 572, the Missouri Supreme Court revised its Rule (Supervision of Courts Hearing Ordinance Violations) and promulgated new Minimum Operating Standards ( MOSs ) to implement the new regulations and restrictions through its Office of State Courts Administrator ( OSCA ); and WHEREAS, the City of Smithville believes it is currently in compliance with the MOSs and has sufficiently passed all inspections of OSCA, but ongoing compliance is cumbersome, burdensome and costly; and WHEREAS, Section of the Revised Missouri Statutes authorizes the City, in its discretion, to elect to have violations of its municipal ordinances heard and determined by an associate circuit judge or judges of the Circuit Court of Clay County, Missouri; and WHEREAS, the Board deems it to be in the best interest of the City to exercise its discretion and elect to transfer its Municipal Court to the Associate Circuit Division of the Circuit Court of Clay County, Missouri. 35

36 NOW THEREFORE BE IT ORDAINED BY THE BOARD OF ALDERMEN OF THE CITY OF SMITHVILLE, MISSOURI AS FOLLOWS: Section l. Election to Transfer Municipal Court. The Board of Aldermen of the City of Smithville, Missouri, hereby elects to have all violations of municipal ordinances of the City heard and determined by an associate circuit judge or judges of the Circuit Court of Clay County, Missouri. Section 2. Notification to Presiding Judge and OSCA. The City Attorney is hereby directed to notify the Clay County Circuit Court Presiding Judge, in accordance with RSMo Section , and the Office of State Courts Administrator, of the passage of this ordinance and of the Board's election to transfer its municipal court to the Associate Circuit Division, and to provide both with a copy of this Ordinance. Section 3. Implementation. The City Administrator, City Clerk, City Attorney, City Prosecutor, Municipal Judge, Municipal Court Clerk and other appropriate officers and employees of the City and the Municipal Court are authorized to take such further actions as they may deem necessary to carry out this Ordinance. Section 4. Effective Dates. This Ordinance shall become effective upon its approval and execution by the Mayor. The associate circuit court judge or judges assigned by the Presiding Judge to hear violations of City of Smithville Municipal Ordinances shall commence hearing and determining such violations six months after the date the Presiding Judge is notified of the passage of this Ordinance, unless the Presiding Judge consents to an earlier date. PASSED THIS XX DAY OF XX, 20XX Damien Boley, Mayor ATTEST: Linda Drummond, City Clerk First Reading: Second Reading: 36

37 Agenda Item # Budget Schedule of Fees STAFF REPORT Date: August 23, 2018 Prepared By: Subject: Staff Report: Daniel Toleikis, Finance Director Discussion of revisions to the comprehensive Schedule of Fees for FY19 All Departments Staff received fee information from eight local municipalities (Excelsior Springs Gladstone, Kearney, Liberty, North Kansas City, Parkville, Platte City, and Riverside) and used that data to evaluate our current fee structure and fee amounts. This comparison highlighted that some municipalities choose a different methodology for charging some fees, specifically Business Licenses and Building Permits, but overall indicated that the City s current fee amounts are comparable to others. An internal review of the Schedule of Fees led staff to recommend the following changes to the comprehensive Schedule of Fees: Building Permits (Development): Building Permit fees are set by Ordinance and are outlined in Code , and the same fees are also listed in the Schedule of Fees. However, the internal review determined that actual fees charged differ from the fees outlined in Code and the Schedule of Fees. Of the fees outlined in Code for Mechanical Fees, not all are applicable to residential structures. Therefore, the City charges a flat $65.00 to inspect all the mechanics of new residential structures and recommends including that fee in the Code and Schedule. The remaining individual fees listed will pertain to commercial structures only. The residential water heater inspection is listed under plumbing, so staff is recommending it be removed from this section. New Residential Structure Water Heater - Residential Old Rate: New Rate: Old Rate: New Rate: Not on Schedule $65.00 $5.00 Remove from Schedule Of the fees outlined in Code for Plumbing Fees, not all are applicable to residential structures. Therefore, the City charges a flat $67.00 to inspect all plumbing of new residential structures and recommends including that fee in the Code and 37

38 Schedule. The remaining individual fees listed will pertain to commercial structures and improvements on existing residential structures. The plumbing fixtures fee of $10.00/each does not match the mechanical fixtures fee of $5.00/each. The City charges a $5.00 fee for both and recommends the Schedule of Fees be updated to reflect the charge of $5.00 per fixture. Stack Replacement inspections do not take place and staff is recommending it be removed from this section. The Code lists a Sprinkler System fee, then defines a Sprinkler System as applicable to only Lawn Sprinklers. Staff s recommendation is the change the wording of Sprinkler System to Lawn Irrigation. Finally, Clay Count inspects Septic Systems, not the City. Staff s recommendation is to remove the Septic System fee from the Code and Schedule. New Residential Structure Fixtures - Each Stack Replacement Sprinkler System Septic System Old Rate: New Rate: Old Rate: New Rate: Old Rate: New Rate: Not on Schedule $67.00 $10.00 $5.00 $30.00 Remove from Schedule New Description: Lawn Irrigation Old Rate: New Rate: $30.00 Remove from Schedule Of the fees outlined in Code for Electrical Fees, not all are applicable to residential structures. Therefore, the City charges a flat $ to inspect all the electrical components of new residential structures and recommends including that fee in the Code and Schedule. The remaining individual fees listed will pertain to all other residential construction and commercial structures only. New Residential Structure Old Rate: New Rate: Not on Schedule $ Hourly Services (Police): A $45.00/hour police service fee is currently listed in the Schedule of Fees. Staff is recommending the fee remain the same, but a minimum numbers of hours be set at four (4). This minimum would exclude the Smithville School District per to the City s current agreement with the District. Hourly Services Addition: 4 hours minimum excludes Smithville School District 38

39 Meals on Wheels (Finance): Prior to December 1, 2016, Saint Luke s Hospital was charging the City $2.90 per meal provided, and the City was charging each participant $3.00 per meal received. Effective December 1, 2016, Saint Luke s began charging the City $3.25 per meal, and the City began charging each participant $3.35 per meal. While each participant was notified via US Mail of the increase, the Schedule of Fees was never updated to reflect this change. Staff is recommending the Schedule of Fees be updated to reflect the charge of $3.35 per meal. Meals on Wheels Old Rate: New Rate: $3.00 per meal $3.35 per meal Since these recommendations reflect current practice, and due to the Building Permit fee changes needing to be changed by Ordinance first, staff is recommending the following timeline: 1. 1 st reading of an Ordinance amending Code on September 4 th ; 2. 2 nd reading of that Ordinance on September 18 th ; 3. Presentation of a Resolution amending the Schedule of Fees on September 18 th reflecting the Building Permit, Police Hourly Service, and Meals on Wheels fee changes. Staff anticipates the next amendment to the Schedule of Fees will take place in December 2018 to reflect an increase in trash and recycling rates effective January 1, 2019 per the City s contract with WCA. 39

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48 Agenda Item # 11 Utility Department Review 48

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59 Agenda Item # 12 Adjourn to Executive Session City of Smithville Meeting Date: August 27, 2018 Department: Board of Aldermen Adjournment to Executive Session Pursuant to Section Agenda Item: (1 & 2) RSMo Summary: To allow the Board of Aldermen to adjourn to Executive Session to discuss real estate and legal matters. Purpose: To discuss real estate and legal matters. Impact Comprehensive Plan: Economic Development Plan: Parks Master Plan: Strategic Plan: Capital Improvement Plan: Budget: N/A N/A N/A N/A N/A N/A Legislative History: N/A Suggested Action: A motion to close the regular session for the purpose of discussing real estate and legal matters pursuant to Section (1 & 2) RSMo. Attachments: Plans Contract Staff Report Ordinance Resolution Minutes Other: 59