January 18,2001

  The City Council met in session on Wednesday, evening, January 17, 2001 at 7:00 p.m. with Mayor Harold L. Ludwig presiding and the following Council members present: Lowe, Rossiter, Sherwood, Griesbaum and Wiewel. Absent from the meeting Martin. Also present at this meeting City Attorney Russell Kruse.

  Mayor Ludwig opened the meeting stating the reason behind this meeting was to hear about City Administrator verse City Manager form of Government. Mayor Ludwig stated Richard Sheets from the Missouri Municipal League was here to talk to the Council and answer any questions.

  Mayor Ludwig turned the floor over to Sheets. Sheets stated the current operations of the City is Mayor and Council while other forms of government can and has been adopted in Missouri.

  Sheets stated the City Manager form of government in a 3rd class City is where the Mayor is ppointed and has one vote on the board. The manager has more control over the Mayor, who has little authority.

  City Administrator form of government still operates under the Mayor and City Council. Chapter 77 of the Mo State Statues allow 3rd and 4th class City to have Mayor and Council to have all powers. Functions of the Administrator is directed by ordinance, where the administrator could almost have the same powers of a Manager but not completely. Sheets handed out booklets regarding Council-Manager/Administrator form of Government in the State of Missouri. Sheets stated the Council first had to ask the question of what form of Government it would like. According to Sheets there are only four Special Charter City's left in  the State of Missouri. Pleasant Hill and Chillicothe are two Special Charter City's that have went with a City Administrator. Presently Chillicothe is leaning more to a City Manager form of government.

 Columbia and Springfield has a City Manager and they are called Chief Executive Officer and their powers are set by State Statue. Some Home Rule City's also have a City Manager with them being called the Chief Executive Officer. Sherwood asked if the City went with a City Manager would it have to be put to the vote of the people. Sheets stated there would be some changes and it would be up to the City Attorney to help the Council decided which form of government they wanted. Kruse stated if the City went with a Manager they would have to scrap the Charter. Sherwood asked if the Council changed  the Charter would it have an effect on the Casino. Kruse stated the Special Charter did not have much to do with the City getting a Casino.

 Mayor Ludwig stated a passed (PAST) Mayor had tried twice to change the City over to a 4th class City and it was defeated twice by the voters. (NEVER WAS BROUGHT TO A VOTE) Mayor Ludwig stated if a City Manager was going to effect the Charter he would much rather have an City Administrator. Kruse stated the City Administrator work is broken down on paper and the City Clerk presently does the same thing  an Administrator would do without having authority over the employees and the title of Administrator. Kruse stated the Council would vote on and delegate what the Administrator would and would not do. Sheets stated that is right, the structure is up to the Council. Kruse stated an ordinance will cover the description and type of work to be covered.

Sheets stated filling an Administrator position for the first time is very hard. Sherwood stated should the City go with a City Manager would the City have to stay with that decision for six years. Sheets stated that was for 4th class City's, and it would again be up to the Council whether or not to change the Charter or pass an ordinance. Some issues being a Special Charter City help and some issues it hurts.

Lowe, thought when the County voted down gambling and the City held a special election, it was due to being a Special Charter City. Kruse stated it was because the City had their own form of Government and their own political subdivision. The only way the City could lose the Casino would be if the City disband it's form of Government and just became a part of Lewis County.

  Sheets stated selecting a City Administrator is very broad, in finding their different strengths and weakness. Sheets provided hand outs on recommendation for selections of a City Administrator. Some of the highlights were Qualifications Criteria and Expectations of City Administrator: Education and Experience, determine what technical expertise is needed for the  job, assess the City organizational strengths and weakness, assess the community's strengths and weaknesses and what are the expectation of the new City administrator.  Resume Evaluation Criteria: Has there been prior experience, has there been past experience with variety of services  delivered by the City, has there been experience with a municipality with a comparable budget  or number of employees, has there been experience working in a rural area, what have been  some of the accomplishments they made.

  Sheets stated the Council first needs to determine why they feel there is a need for an Administrator, and then prepare an ordinance which would outline duties. This would also help the Administrator know what is expected. Sheets asked why consider this form of government.  Rossiter stated he was the reason behind. Sheets being here. Because of the Casino, the City  would be receiving more revenue, and employees and other interest coming in and it would over load the City Clerk. They would also like to see someone helping with grants, getting more jobs into the City and he feels, someone should be working on these projects full time. Sheets said, this is what the full Council needs to decide on with brain storming. Mayor Ludwig asked if anyone applying for the City Administrator would just use it as a stepping stone. Sheets stated that is possible, but hopefully hiring from the region, you will probably get an Assistant Administrator applying for the position. Vandalia at one time offered a salary of $30,000 to $40,000 and where getting very young Administrators. They were seeing a turn over every 2 to 3 years. These people are now being referred to as Transit Urban Professionals and some stay for an average for 7 to 9 years, but the salary is a big factor. There is also the possibility of getting someone local. But then you have to look at their local ties, would there be a conflict with the job. Getting someone from out of the area is better. Mayor Ludwig stated any Mayor or Council would not want to go through an Administrator every 2 to 3 years.

 Sheets explained that recruiting is going to be very tuff. Someone applying for the job might not have been an Administrator, but did work in a government related job could possibly work out. Rossiter asked about advertising in the MML Book. Sheets stated yes, they send out to over 650 City's and more than 7,000 people read the book. Sheets provided handouts on suggested interview questions. Kruse asked about the City of Bowling Green and their City Administrator. According to Sheets, the City did not have a problem with a City Administrator, the Administrator had some personal problems to deal with. Louisiana looked into a City Administrator, but dropped the idea before even getting started. Maybe once the Casino get's up and running the Council would need to look into hiring a City Administrator because of the additional employees, jobs and other areas. There are very few if any full time Mayor's in Missouri.

 Sheets provided handouts of sample employment agreements to the Council. With the employment agreement this puts everything in writing. Sheets also provided a copy of current salaries of Administrator in Missouri. Lowe asked if the salaries included benefits. Sheets stated no.

Wiewel stated the Council had discussed filling the position by late summer once the Council has everything hammered out. Sheets stated that is a great way to go. Look at the basic form of Government wanted and needed for the City. It's very important plans are made out prior to trying to hire someone. Rossiter asked about the Administrator being over the employees, but the Mayor approval. Sheets stated that is the way it should be done. The Council needs to think about recruiting. Rossiter stated with Culver, Hannibal and Kirksville being close he thought someone from there would apply. Sheets voiced with getting someone right out of school a

  problem would be no experience, public relations and knowing which fields would best serve the city. Lowe asked if there should be an age range. Sheets stated the most important thing is experience not so much age.' Sherwood asked about a Corporation acting as a supervisor for the City. Sheets stated there are a couple in Missouri, but not many go with a private sector taking over. Sherwood and Mayor Ludwig stated EMC had taken over streets, parks, water and sewer for the City of Canton. Sherwood asked if this was a good thing. Sheets stated he had not heard anything negative about the matter. Sheets said the Council needs to take time and look into planning and see why an Administrator is really needed and go from there. The booklets given tonight will explain more on both forms of government. Ayers asked if there is a normal time frame to getting an Administrator. Sheets stated there is no sure time frame. It will take a good six months to form everything and also keep the citizens informed of what the Council is doing.

  Trying to do everything the fast way could be harmful to the City. Ayers asked about Community involvement. Sheets stated it should be up to the Council since they were the ones elected. You will get more done working with a small group, just have them keep everyone informed. Griesbaum stated it sounds like it would take more than six months to get everything done. Ayers asked why doesn't the Council pass an ordinance and go on from there. Sheets stated they would first need to know what they want and what is best needed for the City. Sheets stated there is no way they could possibly get everything done by the up coming election in April. Rossiter stated he had originally thought the Council could get someone hired within a few months after the Casino opened in June or July. Mayor Ludwig stated he could not see that happening especially since Mr. Sheets stated it would take six month to gather all the information needed to hire someone. Discussion was held about forming a committee to look into the area of hiring and job description for an Administrator. Sheets stated if this Council tried to rush into hiring someone, then after the election the new Council could come in and want something different.

 Ayers asked if the Council could go ahead and pass an ordinance, then add to it later or would everything need to be listed. Sheets stated you would want to have all jobs and description of expected work lined out and everything covered before trying to pass an ordinance. Sheets stated once the ordinance is established and other areas need to be defined this could be done by amending the ordinance. Most Cities establish a broad ordinance. Ayers stated Sheets keeps talking about the younger generation what about the older generation. Sheets said that is possible, and could happen. You might even find someone who is retiring from one form of government that would work well as an Administrator. Wiewel asked if someone retiring from a different form of government or some new could they be entitled to the Lager retirement. Sheets stated yes. Ayers asked about two Cities sharing an Administrator. Sheets stated this was tried in 1980 and it did not work out well. There becomes a conflict of dividing up the time needed to spend at each City. There are a lot of things to think about, the Council might even think abouthaving an Administrator from another City come talk to them. Having no further questions,Mayor Ludwig thanked Mr. Sheets for his time.

Mayor Ludwig stated there was a another gentleman going to speak to the Council tonight andhe was not here yet. Mayor Ludwig asked for a motion for a 10 minute recess. Griesbaummotioned to take a ten minute recess. Wiewel second the motion. Motion carried all five yes.Sherwood motioned to go back into open session. Rossiter second the motion. Motion carriedall five yes.

Griesbaum motioned to adjourn. Lowe second the motion. Rossiter asked about holding discussion on what the Council hear (HEARD) tonight. Griesbaum motioned to rescind his motion to adjourn. Rossiter second the motion. Motion carried all five yes.Wiewel stated he felt the Council should contact other City's and see what steps they took. CityClerk Spindler stated Sheets had given Kruse copies of Pleasant Hill and Chillicothe ordinances.Mayor Ludwig asked for a motion to hire a City Administrator.

 Lowe motioned to hire an Administrator. Sherwood stated he felt goals need to be set, and he was not completely sure that an outfit like EMC would not work better for the City. Rossiter stated he did not want to go with a City Manager. Rossiter stated the Mayor should appoint a committee and have them report back to the Council. Wiewel stated the committee will get more done. Griesbaum stated they  should start looking at other Special Charter City's that went to a City Administrator.  Wiewel said the Council had talked about a citizen survey and wanted to know if any action had been taken. Rossiter stated he has been talking to citizens and maybe 2 out of 50 were against having a City Administrator. Ayers stated he has only talked to one person against the idea. Wiewel motioned to have Mayor Ludwig appoint a committee to study and get things together for the Council. Rossiter asked about setting a time frame. Rossiter stated he knows April is not  possible, but he does not want to see this drug out for two years. The Council should have control over the amount of time the committee will be working on this matter.  Lowe stated he  did not want to see pressure, but it did need to be completed as soon as possible, and make sure it was done right.  Mayor Ludwig stated he did not see where the City could have someone within six months. Rossiter stated and the City would possibly financially able to hire someone. Lowe second Wiewel's motion. Motion carried all five yes.

 Mayor Ludwig stated he would like to appoint Sherwood. Sherwood stated he denied the appointment due to having to many irons in the fire. Mayor Ludwig made the following appointments with the Councilmen permission of Steve Griesbaum, Tim Rossiter and Mike Lowe. A working session has been set 01/23/01 at 7:00 p.m. Discussion was held about the City Clerk having to attend all of these meetings, since the finance committee would start meeting. It was decided that Theresa Gunsauls would be taking minutes for the special committee once the finance committee starts meeting. City Clerk is to get copies of the ordinances from City Attorney and check with other City's that have gone to City Administrator. Chief Baker asked for a Police Committee meeting to be held on 01/24/01 at 7:00 p.m. Mayor Ludwig turned the floor over to Dennis Phillips from Gem City Ford. Phillips stated he pulled up all the spec's from the State bid and he copied it exactly. Phillips stated with the amount of mileage needed for the police cars he could not recommend the City doing a lease purchase agreement. Phillips submitted a bid of $21,534.60. Rossiter asked if the City purchased more than one car could the price go lower. Phillips stated no, because the car originally sell for $25,000. Phillips stated what ever is decided there is a ten week waiting period before delivery. Rossiter said according to the State Bid the colors of the cars were black and white. Phillips stated the City could get any color available in the Crown Vic's. Griesbaum asked how long would Phillips guarantee his bid. Phillips stated 60 days. As long as he places and order within 60 days of this model year he could be able to lock in the prices. Discussion was held on the condition of the current white police car. Chief Baker stated the car just had to have a tune up and cost around $400. The car is starting to nickel and dime the department. Discussion was held about removing the equipment from the white car and placing it in a new car.  Chief Baker stated everything could be switched over.    Chief Baker stated the plan was to sell the white car. Ayers asked about who's plan. Mayor Ludwig and Wiewel stated the Police committee had been discussing purchasing another car and selling the white car.

Rossiter stated purchasing a car at $21.000 and moving equipment would not be bad, but to   think about purchasing another car and purchasing more equipment was feasible. Rossiter stated he did not want to see the officer be broke down responding to a call. Mayor Ludwig stated he did not see where there would be a break down, but using the white car in the City verses using it on the highway more things do go wrong.

Griesbaum stated with nothing further before the Council he would like to make the motion to adjourn. Mayor Ludwig stated the Council can not just jump into purchasing a new car at this time. Phillips stated he would be willing to come back for another meeting and time. Wiewel second the motion to adjourn. Motion carried all five yes.