Watch a replay of the March 18, 2024 Excelsior Springs City Council Meeting on the Excelsior Citizen YouTube Channel.
Annual Update on City’s MS4 Storm Water Program
To begin the March 18, 2024, Excelsior Springs City Council meeting, Chad Birdsong, the Public Works Director, presented the Annual Update on the City’s Municipal Separate Storm Sewer System (MS4) Storm Water Program. Highlighting a new requirement from the Missouri State Operating Permit, Birdsong emphasized the importance of annually reporting to the City Council to maintain transparency and compliance with state regulations. The report was prepared with the collaboration of Storm Water Coordinator Nate Conyers and Consultant Christina Luebbert from Luebbert Engineering.
Birdsong then introduced Nate Conyers who provided an update on the efforts made under the city’s MS4 permit to mitigate nonpoint source pollution from stormwater runoff. The program’s initiatives are categorized into six main areas: public outreach and education, public involvement, illicit discharge detection and elimination, construction site runoff control, post-construction runoff control, and municipal operations’ good housekeeping.
Conyers listed the main achievements of the program in 2024 which included:
- published 5 Facebook posts with stormwater education topics;
- maintained approximately 85% of our stormwater inlets marked with “no dumping” messages;
- hosted an Earth Day cleanup along the Fishing River with 56 volunteers picking up over 75 bags of trash and 10 large pickup loads of bulky items;
- participated in a household hazardous waste resulting in the proper disposal of over 13,855 pounds of waste from 111 cars;
- met with 4 owners of existing detention basins to educate them on the maintenance requirements;
- met with 8 property owners about stormwater related issues.
- Performed 35 outfall inspections
- two illicit discharges were reported by the public and two were reported by City staff. All were investigated immediately and resolved.
- 12,358 feet of sanitary sewers were inspected via CCTV.
- 78 commercial site inspections on 6 active grading sites
- 59 inspections on 18 active residential permits
- 53 existing basins were inspected, with 2 minor violations
- 26 employees were trained in stormwater standard operating procedures
- City staff completed 584 miles of street sweeping and picked up 113 bags of trash from City rights-of-way.
- Each maintenance facility was inspected twice with no major issues identified.
353 Redevelopment Agreement for 514 Elms Boulevard
Laura Mize, Neighborhood Specialist, followed with a presentation on 514 Elms Blvd., proposing a revision to the abatement period for the property’s Chapter 353 Tax Abatement from ten years to thirteen years. This adjustment was prompted by the property owner’s additional sidewalk replacement, which qualifies for an extended abatement period.
Approved 5-0
604 South Kansas City Avenue Redevelopment Project
Laura Mize presented a second staff report regarding 604 S Kansas City Avenue, focusing on a necessary adjustment to the property’s Chapter 353 Tax Abatement period. Initially approved by the City Council on February 5, 2024, for a 13-year abatement period, a discrepancy was discovered during the verification of expenditures. It was noted that the city sidewalk had not been repaired as assumed; instead, only the walkway leading from the city sidewalk to the house was fixed. This correction meant that the property no longer met the criteria for a 13-year abatement but was still eligible for a 10-year abatement at 100%.
Approved 5-0
Selection of and Agreement with Olsson Studio Consulting Services
Shantele Frie, the City Planner, introduced an agreement for consulting services in regard to updating the city’s comprehensive plan, the central document guiding the long-term development of Excelsior Springs for the next 15-20 years. This agreement, established with Olsson Studios, is meant to help align the city’s growth with its overarching vision, spanning critical domains such as land use, housing, transportation, environmental sustainability, and economic development.
The consulting services provided by Olsson Studios will cover a broad spectrum of activities essential for a thorough and impactful comprehensive plan update, including:
- Data Collection and Analysis: This phase involves a detailed examination of current conditions, identifying trends, and forecasting future developments to inform the planning process.
- Community Engagement: Olsson Studios will lead efforts to involve the community through public meetings, workshops, and surveys. This approach should capture the insights and preferences of residents, stakeholders, and city departments, ensuring that the plan reflects the collective vision and needs of the community.
- Strategy Development: The consultant will develop policies and strategies that resonate with community values, support sustainability objectives, and encourage balanced and equitable growth.
- Implementation Framework: The plan will include a structured and actionable framework, detailing priorities, timelines, and identifying responsible entities for the plan’s execution, ensuring clarity and accountability in its implementation.
- Monitoring and Evaluation: An essential component of the plan will involve setting benchmarks and establishing a process for ongoing monitoring and evaluation. This ensures the plan’s objectives remain relevant and are effectively pursued over time.
Approved 5-0
Purchase of Equipment for Golf Maintenance – Resolution No. 1503
Tim Jarman, General Manager of the Excelsior Springs Golf Course, requested the City Council’s approval for the allocation of funds towards capital improvements, specifically for the purchase of new maintenance equipment. The proposed equipment acquisition includes:
- Two Toro 360 Grounds Master 4000-D units: Proposed to be leased from Professional Turf Products, LP, based in Lenexa, Kansas. The lease terms suggest a 48-month payment plan at $4,328 per month, totaling $207,744, which encompasses interest. These units boast an eight-plus year life expectancy and come with a two-year warranty. The benefits highlighted for the Toro 360 units include their efficiency in covering large areas, labor cost reduction, consistent cut height, and dependability. A significant advantage is their immediate availability, circumventing backorder delays.
- One John Deere Pro Gator 2020-A and one John Deere HD200 Select Spray unit: To be purchased from Van-Wall Equipment, Inc., also in Lenexa, Kansas. These units, expected to have a six-year lifespan, are essential for the precise application of various lawn care and maintenance chemicals, offering cost savings amidst rising chemical prices. They are equipped with modern technology and are familiar to the current staff, replacing outdated equipment. However, they have a notable delivery wait time of 10-12 months.
Jarman outlined a financial plan leveraging the City’s Capital Improvement funds, allocated at $237,840, for the lease and purchase of the aforementioned equipment. He proposed accepting bids from Professional Turf Products, LP, for the Toro mowers at $186,464.11, and from Van-Wall Equipment, Inc., for the John Deere units at $58,360.40. The total expenditure over 48 months would amount to $266,105, including $21,280 in interest. The plan also includes selling some existing equipment to bridge the $28,265 gap between the total expenditure and the allocated funds.
Approved 5-0
Grant Funds for Trolley Purchase – Resolution No. 1504
City Manager Molly McGovern presented a proposal for the consideration of grant funds towards the purchase of a new, used trolley for the Chamber. This initiative is in response to the need to replace one of the Chamber’s high-maintenance trolleys. The American Rescue Plan Act (ARPA) permits cities to extend grants or loans to non-profit organizations, with such funds being considered expended at the time of the loan or grant, regardless of the repayment timeline.
The proposal details a grant of $70,000, of which $25,000 would be effectively repaid to the city through trolley usage, allocated at a rate of $150 for 167 hours. This arrangement would facilitate trips for children and seniors as organized by Jesse and Nate. The remaining $45,000 is suggested to initiate a revolving loan fund managed by the Community Foundation. This fund’s establishment anticipates the sale of the existing trolley for a projected $15,000 and includes a repayment plan for the $30,000 balance. This plan proposes a zero-interest, ten-year repayment schedule with a minimum payment of $250 per month, allowing for greater repayments as financially feasible. All repayments are to be directed to the Community Foundation, which will also develop terms for the utilization of future loan funds.
Approved 4-0. Gary Renne abstained citing his involvement in the Trolley program at the Chamber.
Engagement Agreement with Forvis, LLP – Resolution No. 1505
Vonda Floyd, Finance Director, proposed a resolution for the City Council to approve an engagement agreement with Forvis, LLP for the independent audit of Fiscal Year 2022. This audit is to be conducted in alignment with the Government Accounting Standards Board (GASB) principles and complies with the Political Subdivision Financial Reporting statutory requirements as outlined by the State Auditors’ Office under Section 105.145, RSMo.
The Council had previously selected Forvis, LLP (formerly known as BKD) in December 2021 as the independent auditor for a series of fiscal years—2021 through 2024. The current engagement agreement seeks authorization for Forvis, LLP to commence auditing activities for FY 2022 in collaboration with the City’s Finance Department. The fieldwork for this audit is scheduled to occur in May 2024.
Approved 5-0
February 2024 Revenue Report and Financials for Review
Vonda Floyd, the Finance Director, concluded the City Council meeting by presenting the February 2024 Revenue Report and Financials. The detailed appropriations and payroll figures provided for the month of February were outlined for the council’s review during the Regular City Council Meeting held on March 18, 2024.
The appropriations for the month were distributed over five dates, with the following amounts:
- Appropriations on February 1, 2024: $394,781.17
- Appropriations on February 8, 2024: $545,289.61
- Appropriations on February 15, 2024: $2,900,809.78
- Appropriations on February 22, 2024: $145,844.49
- Appropriations on February 29, 2024: $473,490.18
Additionally, payroll expenses were reported for two dates within the month:
- Payroll on February 15, 2024: $397,538.09
- Payroll on February 29, 2024: $379,648.11
The total expenditures for February 2024 amounted to $5,237,401.43. Against these expenditures, the total revenues received for the month were reported at $2,457,558.01.
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