council agenda city of carthage, missouri...
TRANSCRIPT
COUNCIL AGENDA CITY OF CARTHAGE MISSOURI TUESDAY NOVEMBER 22 2016
730 PM - COUNCIL CHAMBERS
1 Invocation
2 Pledge of Allegiance
3 Calling of the Roll
4 Reading and Consideration of Minutes of Previous Meeting
5 Citizens Participation Period (Each person addressing the Council shall state hisher name address and organization or firm represented if any and is limited to no more than five (5) minutes The time may also be extended by the Mayor if deemed necessary All remarks during citizens participation period should be made to the chair (Mayor) Once a person has had their say on a particular issue they are not permitted to once again speak on the issue)
6 Appointment of Third Ward Council Member Kelly Hartley
7 Report of Standing Committees
8 Report from Special Committees and Board Liaisons
9 Mayors Report
10 Miscellaneous Reports of Officers of the City
11 Report of Claims Committee
1201d Business
13 New Business
1 CB 16-48 - An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase of land located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri and Melba Duckett and to be considered an emergency ordinance due to time constraints involved in the purchase and closing of the transaction (Public Safety)
2 CB 16-49 - An Ordinance altering the Public Works fee in the City of Carthage for sidewalk permits (PubliC Works)
3 CB 16-50 -An ordinance amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri (Budget Ways and Means)
4 CB 16-51 - An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri (Staff)
14 Mayors Appointments
bull Standing Committee and Board Liaison Appointments
15 Resolutions
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237-7000 (VOICE) OR 1-800-735-2466 (TOO VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
MINUTES OF THE MEETING OF THE CITY COUNCIL CITY OF CARTHAGE MISSOURI
November 82016
The Carthage City Council met in regular session on the above date at 730 PM in the City Hall Council Chambers with Mayor J Michael Harris presiding Fire Chief Roger Williams gave the invocation and Police Chief Greg Dagnan led the flag salute
The following Council Members answered roll call Juan Topete Larry Chapin Tim Shields Mike Daugherty Dan Rife Darren Collier Brady Beckham Jason TA Shelfer and Jim Swatsenbarg City Administrator Tom Short and City Attorney Nate Dally were present
The following Department Heads were present Police Chief Greg Dagnan Fire Chief Roger Williams Public Works Director Zeb Carney Parks Director Alan Bull and City Clerk Traci Cox
Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the minutes of the October 25 2016 Council Meeting Motion carried
During Citizens Participation Period Bill Barksdale 1314 S Garrison complimented the city for their wise purchase of the leaf vacuum and the hard work of the Street Department employees for picking up the leaves
Mr Swatsenbarg reported the Budget Ways and Means Committee was between meetings with the next meeting scheduled for November 14
Mr Shelfer reported the Committee on InsuranceAudit and Claims met on this date in the Council Chambers and approved the claims Bids for a multifunction copierprinterscannerlfax machine for city hall were rejected
Mr Rife reported the Public Safety Committee was between meetings with the next meeting scheduled for November 21
Mr Beckham reported the Public Services Committee met on November 7 Bids for skate park equipment were received as follows ATHCO - $25580 without installation and American Ramp Company - $1982406 with installation Mr Beckham made a motion seconded by Mr Shelfer to accept the low bid from American Ramp Company Bids for a vehicle lift were received as follows Metcalf Auto Supply - $419900 and Greg Smith Equipment - $264500 Mr Beckham made a motion seconded by Mr Daugherty to accept the low bid from Greg Smith Equipment Mr Beckham made a motion seconded by Mr Shields to enter into a contract with Tee Snap for a credit cardpoint-of-sale system at the golf course Motion passed Also discussed were a bike share program the possibility of Dogwood Garden Club adopting Central Park and installation of a possible splash pad in Central Park
Mr Shelfer reported the Public Works Committee meeting scheduled for November 1 had been cancelled The next meeting is scheduled for November 15 2016
Special Committee and Board Liaison reports were given by Mr Swatsenbarg for the Carthage Water amp Electric Plant Harry S Truman Coordinating Council and the Planning and Zoning Board Mr Chapin for the Tree Board and Mr Shelfer for the Jasper County Commissioners Meeting and the Carthage Convention and Visitors Bureau meeting
Mayor Harris congratulated the Carthage Athletic System on an outstanding season and encouraged all to participate in Veterans Day this Friday
Police Chief Dagnan stated his department had been patrolling the polling places with only one problem reported He reported they had implemented normal road closures on Halloween but there may be a need to close the square next year for safety purposes The survey for Police Department contacts is still under way with 99 favorable responses
Fire Chief Williams reported there would be a storm siren test on Wednesday morning at 1000 am
City Administrator Tom Short reported on the following a meeting with Tom Kaleko from Springstead a meeting with Mark Elliff and CWEP to discuss economic development coordination discussions with MoDOT to satisfy fuel purchasing requirements a Region M board meeting October financial reports and reminded of Citys closure for Veterans Day
The Committee on Claims filed a report in the amount of $73510291 against the following funds General Revenue $16693725 Public Health $314350 ParksStormwater $7312490 Golf Course $2002009 Lodging $833333 Library $2078822 Capital Improvements $8933359 and Payroll $35342203 Mr Shelfer made a motion seconded by Mr Daugherty to accept the report and allow the claims Motion carried
There was no old business to discuss
There was no new business to discuss
Mr Swatsenbarg made a motion seconded by Mr Shelfer to approve the Mayors appointment of Third Ward Council Member Jim Irwin Motion passed Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the Mayors appointment of Jim Irwin to the Public Services Committee and Committee on Insurance Audit and Claims and liaison to the Kellogg Lake Board Library Board and the Mercy-McCune Brooks Hospital Board and the appointment of Darren Collier to the Budget Ways amp Means Committee Motion passed Mr Daugherty made a motion seconded by Mr Beckham to approve the Mayors appOintment to the Police amp Fire Pension Committee the reappointment of Neel Baucom David Myers and Jason Martin until November 2018 and to the Carthage
Tree Board the reappointment of Anne Stocker until November 2019
Mr Rife made a motion seconded by Mr Swatsenbarg to approve Resolution 1790 a Resolution providing authorization of appropriation of funds from the annual operating and capital budget of the City of Carthage Missouri Resolution passed
During closing remarks Mr Beckham reported he had attended the MML Workshop in Bolivar Missouri recently and obtained an immense amount of information and encouraged all to attend the next meeting of this type
Mr Swatsenbarg made a motion seconded by Mr Chapin to adjourn the regular session of the Council meeting Motion carried and meeting adjourned at 758 PM
J Michael Harris Mayor
T raci Cox City Clerk
OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
14 Mayors Appointments
bull Standing Committee and Board Liaison Appointments
15 Resolutions
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237-7000 (VOICE) OR 1-800-735-2466 (TOO VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
MINUTES OF THE MEETING OF THE CITY COUNCIL CITY OF CARTHAGE MISSOURI
November 82016
The Carthage City Council met in regular session on the above date at 730 PM in the City Hall Council Chambers with Mayor J Michael Harris presiding Fire Chief Roger Williams gave the invocation and Police Chief Greg Dagnan led the flag salute
The following Council Members answered roll call Juan Topete Larry Chapin Tim Shields Mike Daugherty Dan Rife Darren Collier Brady Beckham Jason TA Shelfer and Jim Swatsenbarg City Administrator Tom Short and City Attorney Nate Dally were present
The following Department Heads were present Police Chief Greg Dagnan Fire Chief Roger Williams Public Works Director Zeb Carney Parks Director Alan Bull and City Clerk Traci Cox
Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the minutes of the October 25 2016 Council Meeting Motion carried
During Citizens Participation Period Bill Barksdale 1314 S Garrison complimented the city for their wise purchase of the leaf vacuum and the hard work of the Street Department employees for picking up the leaves
Mr Swatsenbarg reported the Budget Ways and Means Committee was between meetings with the next meeting scheduled for November 14
Mr Shelfer reported the Committee on InsuranceAudit and Claims met on this date in the Council Chambers and approved the claims Bids for a multifunction copierprinterscannerlfax machine for city hall were rejected
Mr Rife reported the Public Safety Committee was between meetings with the next meeting scheduled for November 21
Mr Beckham reported the Public Services Committee met on November 7 Bids for skate park equipment were received as follows ATHCO - $25580 without installation and American Ramp Company - $1982406 with installation Mr Beckham made a motion seconded by Mr Shelfer to accept the low bid from American Ramp Company Bids for a vehicle lift were received as follows Metcalf Auto Supply - $419900 and Greg Smith Equipment - $264500 Mr Beckham made a motion seconded by Mr Daugherty to accept the low bid from Greg Smith Equipment Mr Beckham made a motion seconded by Mr Shields to enter into a contract with Tee Snap for a credit cardpoint-of-sale system at the golf course Motion passed Also discussed were a bike share program the possibility of Dogwood Garden Club adopting Central Park and installation of a possible splash pad in Central Park
Mr Shelfer reported the Public Works Committee meeting scheduled for November 1 had been cancelled The next meeting is scheduled for November 15 2016
Special Committee and Board Liaison reports were given by Mr Swatsenbarg for the Carthage Water amp Electric Plant Harry S Truman Coordinating Council and the Planning and Zoning Board Mr Chapin for the Tree Board and Mr Shelfer for the Jasper County Commissioners Meeting and the Carthage Convention and Visitors Bureau meeting
Mayor Harris congratulated the Carthage Athletic System on an outstanding season and encouraged all to participate in Veterans Day this Friday
Police Chief Dagnan stated his department had been patrolling the polling places with only one problem reported He reported they had implemented normal road closures on Halloween but there may be a need to close the square next year for safety purposes The survey for Police Department contacts is still under way with 99 favorable responses
Fire Chief Williams reported there would be a storm siren test on Wednesday morning at 1000 am
City Administrator Tom Short reported on the following a meeting with Tom Kaleko from Springstead a meeting with Mark Elliff and CWEP to discuss economic development coordination discussions with MoDOT to satisfy fuel purchasing requirements a Region M board meeting October financial reports and reminded of Citys closure for Veterans Day
The Committee on Claims filed a report in the amount of $73510291 against the following funds General Revenue $16693725 Public Health $314350 ParksStormwater $7312490 Golf Course $2002009 Lodging $833333 Library $2078822 Capital Improvements $8933359 and Payroll $35342203 Mr Shelfer made a motion seconded by Mr Daugherty to accept the report and allow the claims Motion carried
There was no old business to discuss
There was no new business to discuss
Mr Swatsenbarg made a motion seconded by Mr Shelfer to approve the Mayors appointment of Third Ward Council Member Jim Irwin Motion passed Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the Mayors appointment of Jim Irwin to the Public Services Committee and Committee on Insurance Audit and Claims and liaison to the Kellogg Lake Board Library Board and the Mercy-McCune Brooks Hospital Board and the appointment of Darren Collier to the Budget Ways amp Means Committee Motion passed Mr Daugherty made a motion seconded by Mr Beckham to approve the Mayors appOintment to the Police amp Fire Pension Committee the reappointment of Neel Baucom David Myers and Jason Martin until November 2018 and to the Carthage
Tree Board the reappointment of Anne Stocker until November 2019
Mr Rife made a motion seconded by Mr Swatsenbarg to approve Resolution 1790 a Resolution providing authorization of appropriation of funds from the annual operating and capital budget of the City of Carthage Missouri Resolution passed
During closing remarks Mr Beckham reported he had attended the MML Workshop in Bolivar Missouri recently and obtained an immense amount of information and encouraged all to attend the next meeting of this type
Mr Swatsenbarg made a motion seconded by Mr Chapin to adjourn the regular session of the Council meeting Motion carried and meeting adjourned at 758 PM
J Michael Harris Mayor
T raci Cox City Clerk
OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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MINUTES OF THE MEETING OF THE CITY COUNCIL CITY OF CARTHAGE MISSOURI
November 82016
The Carthage City Council met in regular session on the above date at 730 PM in the City Hall Council Chambers with Mayor J Michael Harris presiding Fire Chief Roger Williams gave the invocation and Police Chief Greg Dagnan led the flag salute
The following Council Members answered roll call Juan Topete Larry Chapin Tim Shields Mike Daugherty Dan Rife Darren Collier Brady Beckham Jason TA Shelfer and Jim Swatsenbarg City Administrator Tom Short and City Attorney Nate Dally were present
The following Department Heads were present Police Chief Greg Dagnan Fire Chief Roger Williams Public Works Director Zeb Carney Parks Director Alan Bull and City Clerk Traci Cox
Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the minutes of the October 25 2016 Council Meeting Motion carried
During Citizens Participation Period Bill Barksdale 1314 S Garrison complimented the city for their wise purchase of the leaf vacuum and the hard work of the Street Department employees for picking up the leaves
Mr Swatsenbarg reported the Budget Ways and Means Committee was between meetings with the next meeting scheduled for November 14
Mr Shelfer reported the Committee on InsuranceAudit and Claims met on this date in the Council Chambers and approved the claims Bids for a multifunction copierprinterscannerlfax machine for city hall were rejected
Mr Rife reported the Public Safety Committee was between meetings with the next meeting scheduled for November 21
Mr Beckham reported the Public Services Committee met on November 7 Bids for skate park equipment were received as follows ATHCO - $25580 without installation and American Ramp Company - $1982406 with installation Mr Beckham made a motion seconded by Mr Shelfer to accept the low bid from American Ramp Company Bids for a vehicle lift were received as follows Metcalf Auto Supply - $419900 and Greg Smith Equipment - $264500 Mr Beckham made a motion seconded by Mr Daugherty to accept the low bid from Greg Smith Equipment Mr Beckham made a motion seconded by Mr Shields to enter into a contract with Tee Snap for a credit cardpoint-of-sale system at the golf course Motion passed Also discussed were a bike share program the possibility of Dogwood Garden Club adopting Central Park and installation of a possible splash pad in Central Park
Mr Shelfer reported the Public Works Committee meeting scheduled for November 1 had been cancelled The next meeting is scheduled for November 15 2016
Special Committee and Board Liaison reports were given by Mr Swatsenbarg for the Carthage Water amp Electric Plant Harry S Truman Coordinating Council and the Planning and Zoning Board Mr Chapin for the Tree Board and Mr Shelfer for the Jasper County Commissioners Meeting and the Carthage Convention and Visitors Bureau meeting
Mayor Harris congratulated the Carthage Athletic System on an outstanding season and encouraged all to participate in Veterans Day this Friday
Police Chief Dagnan stated his department had been patrolling the polling places with only one problem reported He reported they had implemented normal road closures on Halloween but there may be a need to close the square next year for safety purposes The survey for Police Department contacts is still under way with 99 favorable responses
Fire Chief Williams reported there would be a storm siren test on Wednesday morning at 1000 am
City Administrator Tom Short reported on the following a meeting with Tom Kaleko from Springstead a meeting with Mark Elliff and CWEP to discuss economic development coordination discussions with MoDOT to satisfy fuel purchasing requirements a Region M board meeting October financial reports and reminded of Citys closure for Veterans Day
The Committee on Claims filed a report in the amount of $73510291 against the following funds General Revenue $16693725 Public Health $314350 ParksStormwater $7312490 Golf Course $2002009 Lodging $833333 Library $2078822 Capital Improvements $8933359 and Payroll $35342203 Mr Shelfer made a motion seconded by Mr Daugherty to accept the report and allow the claims Motion carried
There was no old business to discuss
There was no new business to discuss
Mr Swatsenbarg made a motion seconded by Mr Shelfer to approve the Mayors appointment of Third Ward Council Member Jim Irwin Motion passed Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the Mayors appointment of Jim Irwin to the Public Services Committee and Committee on Insurance Audit and Claims and liaison to the Kellogg Lake Board Library Board and the Mercy-McCune Brooks Hospital Board and the appointment of Darren Collier to the Budget Ways amp Means Committee Motion passed Mr Daugherty made a motion seconded by Mr Beckham to approve the Mayors appOintment to the Police amp Fire Pension Committee the reappointment of Neel Baucom David Myers and Jason Martin until November 2018 and to the Carthage
Tree Board the reappointment of Anne Stocker until November 2019
Mr Rife made a motion seconded by Mr Swatsenbarg to approve Resolution 1790 a Resolution providing authorization of appropriation of funds from the annual operating and capital budget of the City of Carthage Missouri Resolution passed
During closing remarks Mr Beckham reported he had attended the MML Workshop in Bolivar Missouri recently and obtained an immense amount of information and encouraged all to attend the next meeting of this type
Mr Swatsenbarg made a motion seconded by Mr Chapin to adjourn the regular session of the Council meeting Motion carried and meeting adjourned at 758 PM
J Michael Harris Mayor
T raci Cox City Clerk
OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
------
------
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Mr Shelfer reported the Public Works Committee meeting scheduled for November 1 had been cancelled The next meeting is scheduled for November 15 2016
Special Committee and Board Liaison reports were given by Mr Swatsenbarg for the Carthage Water amp Electric Plant Harry S Truman Coordinating Council and the Planning and Zoning Board Mr Chapin for the Tree Board and Mr Shelfer for the Jasper County Commissioners Meeting and the Carthage Convention and Visitors Bureau meeting
Mayor Harris congratulated the Carthage Athletic System on an outstanding season and encouraged all to participate in Veterans Day this Friday
Police Chief Dagnan stated his department had been patrolling the polling places with only one problem reported He reported they had implemented normal road closures on Halloween but there may be a need to close the square next year for safety purposes The survey for Police Department contacts is still under way with 99 favorable responses
Fire Chief Williams reported there would be a storm siren test on Wednesday morning at 1000 am
City Administrator Tom Short reported on the following a meeting with Tom Kaleko from Springstead a meeting with Mark Elliff and CWEP to discuss economic development coordination discussions with MoDOT to satisfy fuel purchasing requirements a Region M board meeting October financial reports and reminded of Citys closure for Veterans Day
The Committee on Claims filed a report in the amount of $73510291 against the following funds General Revenue $16693725 Public Health $314350 ParksStormwater $7312490 Golf Course $2002009 Lodging $833333 Library $2078822 Capital Improvements $8933359 and Payroll $35342203 Mr Shelfer made a motion seconded by Mr Daugherty to accept the report and allow the claims Motion carried
There was no old business to discuss
There was no new business to discuss
Mr Swatsenbarg made a motion seconded by Mr Shelfer to approve the Mayors appointment of Third Ward Council Member Jim Irwin Motion passed Mr Chapin made a motion seconded by Mr Swatsenbarg to approve the Mayors appointment of Jim Irwin to the Public Services Committee and Committee on Insurance Audit and Claims and liaison to the Kellogg Lake Board Library Board and the Mercy-McCune Brooks Hospital Board and the appointment of Darren Collier to the Budget Ways amp Means Committee Motion passed Mr Daugherty made a motion seconded by Mr Beckham to approve the Mayors appOintment to the Police amp Fire Pension Committee the reappointment of Neel Baucom David Myers and Jason Martin until November 2018 and to the Carthage
Tree Board the reappointment of Anne Stocker until November 2019
Mr Rife made a motion seconded by Mr Swatsenbarg to approve Resolution 1790 a Resolution providing authorization of appropriation of funds from the annual operating and capital budget of the City of Carthage Missouri Resolution passed
During closing remarks Mr Beckham reported he had attended the MML Workshop in Bolivar Missouri recently and obtained an immense amount of information and encouraged all to attend the next meeting of this type
Mr Swatsenbarg made a motion seconded by Mr Chapin to adjourn the regular session of the Council meeting Motion carried and meeting adjourned at 758 PM
J Michael Harris Mayor
T raci Cox City Clerk
OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
------
------
-------
11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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Tree Board the reappointment of Anne Stocker until November 2019
Mr Rife made a motion seconded by Mr Swatsenbarg to approve Resolution 1790 a Resolution providing authorization of appropriation of funds from the annual operating and capital budget of the City of Carthage Missouri Resolution passed
During closing remarks Mr Beckham reported he had attended the MML Workshop in Bolivar Missouri recently and obtained an immense amount of information and encouraged all to attend the next meeting of this type
Mr Swatsenbarg made a motion seconded by Mr Chapin to adjourn the regular session of the Council meeting Motion carried and meeting adjourned at 758 PM
J Michael Harris Mayor
T raci Cox City Clerk
OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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OLD BUSINESS
NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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NEW
BUSINESS
COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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COUNCIL BILL NO 16-48 ORDINANCE NO _____
An Ordinance authorizing the Mayor to execute a Real Estate Agreement for the purchase
ofland located 421 West Chestnut Street Carthage MO between the City of Carthage Missouri
and Melba Duckett and to be considered an emergency ordinance due to time constraints involved
in the purchase and closing of the transaction
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF
CARTHAGE JASPER COUNTY MISSOURI THE MAYOR CONCURRING HEREIN
AS FOLLOWS
SECTION I The Mayor ofthe City ofCarthage is hereby authorized to execute on behalf
ofthe City ofCarthage a Real Estate Agreement for the purchase ofland 421 West Chestnut Street
Carthage MO between the City of Carthage Missouri and Melba Duckett a copy ofwhich Real
Estate Agreement is attached hereto and incorporated herein as if set out in full
SECTION II This ordinance is to be considered an emergency ordinance under the
tenns of the charter of the City of Carthage
SECTION III This Ordinance shall be considered an emergency ordinance passed as an
emergency measure under the terms of the Charter of the City due to time constraints relating to
the purchase and closing of the transaction
PASSED AND APPROVED THIS __DAY OF _____--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Safety Committee
REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
------
------
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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REAL ESTATE PURCHASE AGREEMENT
This Real Estate Purchase Agreement (Agreement) is entered into on this day of _____ 2016 (the Effective Date) by and between Melba Duckett (Seller) and The City ofCarthage Missouri (Buyer )
WHEREAS Buyer desires to purchase certain property located at 421 West Chestnut in the City ofCarthage Jasper County Missouri comprising approximately 2755 acres ofland as graphically depicted on Exhibit A attached hereto and made a part hereof (the nProperty)
NOW THEREFORE for and in consideration of the sum of THIRTY-EIGHT THOUSAND AND NO CENTS ($3800000) and other good and valuable consideration hereinafter specified the sufficiency ofwhich is thereby acknowledged Seller this date agrees to sell and Buyer agrees to purchase under the terms and conditions herein set out real estate located in Carthage Jasper County Missouri which is legally described as follows
See Exhibit A
1 Purchase Price The purchase price of the property shall be THIRTY-EIGHT THOUSAND AND NO CENTS --- ($3800000) which Buyer shall pay to Seller by certified or cashiers check at the closing of this transaction
2 Title and Deed A Condition ofproperty It is understood and agreed that the Buyer or its representative
has made an inspection of the property prior to the execution of this Agreement and based on that inspection and information which may have been provided by the Seller as to the condition of the property has entered into this Agreement Seller hereby warrants and guarantees that the property will remain in its present condition as of the execution of this Agreement to and including the day that title to said property is transferred to Buyer subject to the remaining terms and conditions of this Agreement
B At closing Seller shall deliver a general warranty deed to Buyer conveying marketable fee simple title free and clear of all liens and encumbrances except for parties deliver to Buyer a commitment to issue an Owners policy of title insurance in the amount of $3800000 naming Buyer as the insured written by a title insurance company licensed to insure titles in Missouri which policy shall easements of record and any other easements public or private which are clearly apparent to the ordinary person ordinary inspection of the premises
C Seller shall within fifteen (15) days after the signing of this Contract by both insure Buyers title to be marketable in fact and free and clear of all liens and encumbrances except for easements of record and any other easements public or private which are clearly apparent to the ordinary person on ordinary inspection of the premises and which commitment shall provide that the policy shall be issued after the Sellers warranty deed shall be placed of record
D After delivery ofthe title insurance commitment Buyer shall have fifteen (15) days in which to examine the said commitment and notify Seller in writing of any objection If there are any objections to Sellers title to the property as disclosed by the commitment
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
------
------
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Seller shall furnish to Buyer within a reasonable time a new or amended title insurance commitment satisfying any such objections but if such commitment satisfying any such objections shall not be furnished within thirty (30) days after said notice Buyer shall have the option of terminating this Contract
E It is understood and agreed that the title required to be furnished is marketable title as set forth in Title Standard 4 of the Missouri Bar Association It is also agreed that any encumbrance or defect in the title which is not within the scope of any of the title standards ofthe Missouri Bar shall not constitute a valid objection on the part ofBuyer providing Seller furnish the affidavits or other title papers if any described in the applicable standard
3 Closing The closing for the sale of the said property shall be held on December 12016 or at such earlier date as the parties shall agree The closing shallbe held at such place and time as the parties shall agree
4 Property soldAs Is The parties agree and acknowledge that the property is being sold as is and seller does not make representations or give any warranties as to the condition of the premises
5 Right of Entry Buyer or its authorized representative(s) shall have the right at any time after the execution by both parties of this Agreement and at Buyers sole cost and expense to enter on the Property for any lawful purpose including but not limited to making such surveys and site analyses including soil bearings and soil tests wetland studies water and sewer location availability other engineering or environmental studies and erecting such signs as Buyer may deem necessary
6 Closing Costs Expenses and Adjustments The following costs shall be paid by Seller Expenses ofplacing title in proper condition unless agreed to otherwise and The following costs shall be paid by Buyer (A) Title insurance premium (B) Recording fees (C) the escrow fee and (D) Preparation ofWarranty Deed and all other closing costs
7 Risk ofLoss Pending closing ofthis transaction the risk ofloss or damage to the Property by fire or other casualty or its taking or damage by condemnation shall be on Seller If any loss or damage occurs during such period then Buyer shall have the option of(i) canceling and rescinding this Agreement and receiving a refund of all Earnest Money(s) or (ii) accepting the Property with abatement of the Purchase Price in the amount of the cost of replacement or repair
8 Cooperation The parties agree to cooperate and to execute and deliver such instruments and to do all such other acts as the other parties may be reasonably requested to do from time to time by the other parties in order to consummate this Contract
9 Possession of the Property Possession of the property shall be delivered to Buyer on the date of closing
10 Miscellaneous All notices consents and approvals required by this agreement shall be either personally delivered or placed in the United States Mail properly addressed and with certified or registered postage prepaid Said notices consents and approvals shall be sent to the parties at the following addresses unless otherwise notified in writing to Buyer at 326 Grant Street Carthage Missouri 64836 and to Seller 421 West Chestnut Street Carthage Missouri 64836
------
------
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
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11 Assignment and succession This Agreement shall be binding upon and inure to the benefit of the heirs successors administrators executors and assigns of the respective parties All rights hereunder may be assigned without restriction provided that notice of each assignment shall be given in writing to the other party
12 Modification No modification of this Agreement shall be valid or binding unless such modification is in writing duly dated and signed by both parties This constitutes the entire agreement between the parties Neither party shall be bound by any terms conditions statements or representations oral or written not herein contained It is mutually understood and specifically agreed that this Agreement is binding upon the respective heirs successors administrators executors and assigns of the parties hereto
IN WITNESS WHEREOF the parties have executedmiddot this Contract in duplicate originals this _th day of 2016
BUYER
THE CITY OF CARTHAGE MISSOURI a Municipal Corporation (SEAL)
Name J Michael Harris
Title Mayor City ofCarthage Missouri
Date
ATTEST
By ______________ SELLER
Name Traci Cox
Title City Clerk MELBA DUCKETT
Date Date
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
EXHIBIT A
All of E Yz of lots 19 amp 20 Cassils Addn to the City of Carthage Jasper County MO
COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
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COUNCIL BILL NO 16-49 ORDINANCE NO ____
An Ordinance altering the Public Works fee in the City ofCarthage for sidewalk pennits
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE
JASPER COUNTY MISSOURI as follows
SECTION I A fees change is hereby established for Sidewalk Permits provided by the
Carthage Public Works Department in accordance with the schedule which is attached hereto and
incorporated herein by reference the new fees shall go into effect beginning December 14 2016
SECTION II this Ordinance shall take effect and be in force from and after its passage
and approval
PASSED AND APPROVED THIS ____ DAY OF ___--- 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Public Works Committee
CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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CITY OF CARTHAGE PUBLIC WORKS
DEPARTMENT FEE SCHEDULE
Sidewalk Permit
Fee $2500
COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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COUNCIL BILL NO 16-50 ORDINANCE NO __
An ordinance amending Section VII (b) ofCouncil Bill 751 1(as amended) Ordinance6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
NOW THEREFORE BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE MISSOURI JASPER COUNTY MISSOURI as follows
SECTION I Section VII (b) of Council Bill 7511 (as amended) is hereby repealed and the following enacted in lieu thereof
(b) Penalty on unpaid tax For each and every month or part thereof any such tax provided for under this article remains unpaid after the tax becomes due and payable there shall be added to such tax as a penalty ten percent of the amount of such tax for the first month or part thereof the tax is unpaid and for each and every month thereafter two percent ofthe amount ofsuch tax shall be added until the tax is fully paid In no case shall the total penalty exceed 30 percent of the tax The city clerk may require security in the nature of a bond letter of credit cash depositor other similar security in the amount ofthe estimated monthly payment from any owner manager or operator who has been delinquent in the payment of the tax more than two times or by more than 30 days In addition to the penalties provided in this section any owner manager or operator required to pay to the city the tax defined in this article shall be subject to all other provisions of this chapter not specifically provided for in this section or in conflict herewith (c) Collections Any owner manager or operator who collects from its customers the tax established pursuant to Ordinance 6752 and 01-0 I shall be deemed to hold such tax license or fee in trust for the city until such time as the owner manager or operator collecting remits the amount collected to the city with any interest or penalties thereon It shall be unlawful for any owner manager or operator to fail to remit to the city the amount collected from another owner manager or operator (d) File rtmort Any owner manager or operator operating or managing a business who owes any tax penalty or interest or is required to file any report with the city clerk shall notify the city clerk in writing at least ten days prior to any change in the ownership or management of said business including but not limited to any sale or transfer ofthe entire business or the entire assets or property of the business or a major part thereof or liquidation or merger or foreclosure or termination of operating or managing agreement Such notice shall include the name ofthe business the address of the business the name of the owner of the business the name of the owner manager or operator remitting the tax at the time ofthe notice the name ofpurchaser or transferee and the intended date ofpurchase or transfer A purchaser or transferee ofsuch business assets or property who takes with notice of any delinquent tax or with notice ofnoncompliance with this section takes subject to any tax penalty or interest owed by the seller or transferor (e) Lien allowed In any case in which any tax interest or penalty imposed under this article is not paid when due the city attorney may file for record in the recorderS office ofthe county where the business giving rise to the tax interest or penalty is located or in which the owner manager or
operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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operator owing the tax interest or penalty resides a notice of lien specifYing the amount of tax interest or penalty due and the name ofthe owner manager or operator liable for the same From the time offiling any such notice the amount ofthe tax specified in such notice shall have the force and effect ofthe lien ofa judgment against the owner manager or operator named in the notice oflien and against the personal property ofthe business ofsuch owner manager or operator for the amount specified in such notice There may also be from the time any tax interest or penalty is not paid when due a lien placed upon the land where such Hotel Accommodation is located such lien to run with the land for the full amount ofthe tax interest and penalty owed and in favor ofthe city upon which the city may take appropriate action in accordance with law Such liens may be released by filing for record in the office of the recorder where the liens were originally filed a release of lien executed by a duly authorized agent ofthe city upon payment ofthe tax interest and penaltydue or upon receipt by the city ofsecurity sufficient to secure payment thereof or by final judgment holding such liens to have been erroneously imposed
SECTION II This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS DAY OF 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored Budget Ways amp Means Committee
COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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COUNCIL BILL NO ____ ORDINANCE NO _____
An Ordinance to amend Section 2-466 of the Code of Carthage providing for persons eligible to serve on the Board of Trustees for the McCune Brooks Hospital for the City of Carthage Missouri
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CARTHAGE JASPER COUNTY MISSOURI as follows
SECTION I Section 2-466 (a) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
There is created a hospital board of trustees pursuant to RSMo 96150 to 96180 and 96195 to the extent not inconsistent with the Code of Carthage
SECTION II Section 2-466 (b) of the Code of Carthage Code is hereby repealed and the following enacted in lieu thereof
The board of trustees shall consist of five (5) members appointed by the Mayor with the approval of the City Council who shall be citizens of the city and who shall serve for four-year terms In addition to the removal procedures of RSMo 96175 any member of the board of trustees may be removed from the board with or without cause by majority vote of the members of City Council
SECTION III From and after December 14 2016 the Board of Trustees shall have the following members
Term Expires 1) Ron Peterson Sr May 2020 2) Terry McDonald May 2017 3) Jack Crusa May 2019 4) Douglas Crandall May 2019 5) Peter Metcalf May 2019
All subsequent appointees shall serve four-year terms provided that if an appointment is made to replace a member that has been removed prior to the end of the appointed term such replacement member shall serve until the end of the originally appointed term
SECTION IV This Ordinance shall take effect and be in force from and after its passage and approval
PASSED AND APPROVED THIS ___ DAY OF ________ 2016
J Michael Harris Mayor
ATTEST
Traci Cox City Clerk
Sponsored by Mayor amp Staff
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
MAYORS
APPOINTMENTS
Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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Mayors Appointments
November 2016
Special Committees and Board Liaisons Committee on Insurance Audit and Claims - Kelly Hartley
Public Service Committee - Kelly Hartley Kellogg Lake Board - Juan Topete
Library Board - Kelly Hartley
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
RESOLUTIONS
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
MINUTES
STANDING
COMMITTEES
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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I I I
PUBLIC SERVICES COMMITIEE
November 72016 Park Department Office 521 Robert Ellis Young Drive
Public Services Committee Members Present Brady Beckham Juan Topete and Tim Shields Staff Present Tom Short Alan Bull and Mark Peterson
Non-Members Present Mayor Harris John Hacker Jason Shelfer and Jackie Boyer
At 515 PM Mr Beckham called the meeting to order
Mr Topete moved to approve minutes from the October 32016 meeting Motion carried
Public participation
NONE
Old Business
1 Consider and discuss possible bike share program- Mr Bull reported he and several others had a conference call with Zagster about a possible bike share program for Carthage Mr Bull turned the floor over to Mr Shelfer who had also been on the call Mr Shelfer reported the company had actually given numbers to the program Zagster recommended 15 to 20 bikes to make the program worthwhile The cost for this would be $1800 per bike per year For this the company would set up bike kiosks provide bicycles provide $400000000 in liability insurance all maintenance on the bicycles and the software to operate the system Also 92 of the fees would be returned to the City and all advertising sold would remain with the City There was a lengthy discussion on the pros and cons of such a bike program Mr Shelfer also had been in contact with Republic Bike This company would sell bikes to the City for $600 to $900 each and then they would be the property of the City The City would run the program using Republics software Mr Shelter would like to see what it would be like to be a user of each system to see how they operate Mr Beckham asked Committee members what they thought of the information given did the numbers scare them off The Committee felt it wanted to hear more and try to put a plan together before making a commitment to move forward
NEW BUSINESS
1 Consider and discuss possible Adopt-A-Park for Central Park- Mr Bull reported the Dogwood Garden Club had expressed an interest in adopting Central Park Several years
ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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ago they had adopted the flower beds but now would like to do more in the rest of the park Mr Bull introduced Jackie Boyer to make a presentation Ms Boyer explained the Garden Club would like to do more in the park such as replace the fence around the pool Ms Boyer stated she knew the City was working on a lighting plan for the park and also talked about doing some work around the Marlin Perkins statue work needed on the walking paths and possibly planting more trees Mr Bull explained the process the Club would need to fill out an application form the Committee would vote to recommend to Council allowing the Club to adopt Central Park and then the full Council would vote on the possible adoption Ms Boyer stated she would have the President of the Club sign off on the application and get it back to Mr Bull
Mr Shields moved to recommend to Council allowing the Dogwood Garden Club to adopt Central Park in accordance with the Citys Adopt-A-Park Program Motion carried
2 Consider and discuss bids for skate park eguipment- Mr Bull reported there had been two bids submitted for skate park equipment which would be used to expand the current park The bid from Skatewave was in the amount of $2558000 and didnt include installation American Ramp Company bid $1817206 for equipment and $165200 for installation which made their total $1982406 Mr Bull explained that all the current equipment had come from ARC and with the lower bid it would be good that all parts matched Also the budgeted amount was $20000 so the park crew could continue working on other projects while ARC did the install of the skate equipment
Mr Shields moved to recommend to Council accepting the bid for skate park equipment from American Ramp Company in the amount of $1982406 Motion carried
3 Consider and discuss bids for vehicle lift- Mr Bull reported he had also received two bids for a vehicle lift One of the local companies who he had expected a bid from failed to turn one in Metcalf Auto bid $419900 for a twelve thousand pound lift Mr Bull stated the specs called for ten thousand pounds but bigger was alright Greg Smith Equipment bid $264500 for a ten thousand pound lift Mr Bull stated a ten thousand pound lift was specified because it was more than adequate to lift the vehicles that would be used with the lift The budgeted amount for this purchase is $400000 Mr Bull pointed out there would also be a cost incurred to hire an electrician to run conduit and power to the lift There was discussion on the merits of a local vendor but the price difference was deemed too much
Mr Topete moved to recommend to Council accepting the low bid of $264500 from Greg Smith Equipment for a ten thousand pound vehicle lift Motion carried
4 Consider and discuss possible changes to golf course credit cardPOS system- Mr Bull reported the current point of sales system contract would expire on December 24 This system also included the credit card system being used at the pro shop Mr Bull explained that Mark Peterson Tom Short and himself had met and discussed the merits and disadvantages of several systems Mr Peterson had contacted about a dozen different vendors looking for what would be the best for the City and the Course Mr Bull turned the
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
floor over to Mr Peterson Mr Peterson reported he had talked to quite a few vendors and had narrowed it down to four After discussion with all four it came down to one vendor that could supply hardware software and credit card processing together The company called Tee Snap would allow Mr Peterson to best market the course and would do credit card processing for 265 Mr Peterson stated this might seem a little higher than other companies but there are no other fees with this system while other processors looked at added extra fees on top of the percentage This system would have three I Pads and would all work in real time When a player checked into the pro shop and paid the marshal on the first tee could see that the player had paid This system also would enable Mr Peterson to manipulate the online tee sheet in real time something that cant be done at this time One thing about this company is they dont make you sign a long term agreement it is basically month by month Mr Short stated since this involved a contract it would come forward as a Council Bill or a resolution at the next Council meeting
Mr Shields moved to recommend to Council allowing the Mayor to enter into a contract with Tee Snap for credit card services and point of sales system to be used at the Carthage Municipal Golf Course Motion carried
5 Consider and discuss possible splash pad at Central Park- Mr Bull reported he had been asked to include this item so discussion could be had on the possibility of adding this to next years capital projects Mr Bull explained a splash pad had been discussed off and on for several years and there may be an opportunity for grant funding in the next fiscal year Mayor Harris stated he would like to see a small splash pad located in the footprint of the existing wading pool at Central Park Mr Bull stated there were several different types of pads that would need to be looked at Mr Bull also stated a splash pad on the pool footprint would be a very small pad Mayor Harris stated he knew it would be a little small but he envisions a larger one also at a possible aquatics center someday Mr Beckham notes the meeting is running long and this item could be discussed at a later meeting with possibly more information provided
STAFF REPORTS City Administrator-Tom Short
Mr Short provided the golf course numbers noting a down turn over the last few months concerning revenue This isnt a good trend and he hoped it would turn around Mr Peterson stated he had talked to all the course managers in Springfield and they had worse numbers than Carthage Mr Peterson stated the biggest factor was rain on weekends during August and September
Park Administrator-Alan Bull Mr Bull reported on several projects ongoing in Carter Park Mr Bull noted that the soccer project had turned into much more than the crew had anticipated Quite a few man hours had gone into this project and it still wasnt quite done Mr Bull stated they hope to have the restroom completed by the end of the calendar year so it would be ready to open next season
Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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Mr Bull reported he had received the new truck for the Park Department
Mr Bull also reported that the crew was still mowing grass even though it was November which was unusual Mr Bull also noted that the leaves hadnt fallen like usual and he feared the golf crew would be blowing and mulching leaves after the first of the year
Mr Beckham noted Walnut Bottoms still didnt appear on the park report and he would like to see that taken care of Mr Bull stated it would be handled
Meeting adjourned at 628 PM
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
COMMITTEE ON INSURANCEAUDIT AND CLAIMS TUESDAY NOVEMBER 82016
CITY HALL COUNCIL CHAMBERS
COMMITTEE MEMBERS PRESENT Jason Shelfer Mike Daugherty Tim Shields and Dan Collier
OTHER COUNCIL MEMBERS
OTHERS PRESENT Finance Officer Maria Gutierrez-Fisher Mayor J Michael Harris City Administrator Tom Short and City Clerk Traci Cox
Chairman Jason Shelfer called the meeting to order at 445 PM
OLD BUSINESS
Approval of minutes from previous meeting On a motion by Mr Shields the minutes of the October 252016 meeting were approved 4-0
Review and approval of the Claims Report The Committee discussed items regarding the Claims Report before it was approved 4-0 on a motion by Mr Collier
NEW BUSINESS
Consider and discuss bids for copier for Administration
Ms Cox discussed the bids received in connection with the multifunctional copier for the Administration department and requested for all bids to be declined in order to pursue a state contract On motion by Mr Daugherty bids were rejected Motion carried 4-0
Staff Reports
Mr Short discussed progress on the fuel bid for the taxi program
Other Reports
Mr Daugherty inquired about the Citys Plexar plan with A TT Contact information for a local representative will be forwarded to discuss pricing
ADJOURNMENT Mr Shields made a motion to adjourn at 458 PM Motion carried 4-0
Maria Gutierrez-Fisher Finance Officer
BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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BUDGET WAYS amp MEANS COMMITIEE MONDAY NOVEMBER 14 2016600 PM
CITY HALL COUNCIL CHAMBERS
MEMBERS PRESENT Jim Swatsenbarg Larry Q Chapin and Dan Rife
OTHERS PRESENT Mayor J Michael Harris City Administrator Tom Short Executive Director CCVB Wendi Do~glas and Finance Officer Maria Gutierrez-Fisher
Chairman Swatsenbarg called the meeting to order at 600 PM NOTE All areas italic below were submitted to the Committee in a pre-meeting memo by Mr Short
OLD BUSINESS
Consideration and approval of minutes from previous meeting Mr Chapin made a motion to approve the minutes of the October 10 2016 meeting Motion carried 3-0
NEW BUSINESS
Consider and discuss Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
Wend Douglas will be at the meeting to discuss this change with the Committee We have been discussing this issue with her and her board for a number ofmonths now The issue that brought this to a head was the change ofownership ofthe Precious Moments Motel Before the purchase the previous owner was in arrears on the remittance oflodging tax to the City In short we discovered through this process that our ordinance did not provide a mechanism for collection ofunremitted taxes from the previous owner The City ofSpringfield had also gone through problems with their lodging tax collections and developed an ordinance to address the problem We have used their ordinance as a base for our change There is more detail to this than we can go into in this memo but Wendi will fill everyone in at the meeting
Mrs Douglas discussed the draft ordinance in more detail with the Committee In order to ensure the City is not limiting its collection capabilities Mr Chapin made a motion to proceed with the Lodging Tax ordinance after receiving confirmation from the City Attorney Motion carried 3-0
Staff Reports
Monthly Sales for November came in this week The Sales Tax Report is included in this packet Generally taxes for the 1 portion came in 054 ($77659) less than the same time last November Year-to-date are still approximately 3 less than last fiscal year This amounted to about $29000
Mr Short reviewed the Sales Tax Report in further detaiL
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
A Reminder again OUT-OF-STATE VEHICLE SALES TAX On 51412016 Governor Nixon signed HE 2140 granting a two- year extension on the collection of the local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-ofshystate dealers and then titled in Missouri Municipalities now have until November of2018 to receive voter approval for the continuation of the collection ofthe local sales tax for motor vehicles trailers boats and outboard motors purchased from private sellers or out-of-state dealers and then titled in Missouri Municipalities that passed a use tax prior to July 6 2013 do NOT need voter approval to keep this revenue stream So far 125 municipalities have received voter approval for the continuation of local sales tax on out-of-state vehicle sales All other municipalities must seek voter approval to continue to impose the local sales tax on purchases ofvehicles trailers and out-board motors from out-of-state or person-to-person sales by November of 2018 Joplin just approved theirs in August 2016 1ncluded in the packet is the election calendar for 2017 Ifyou recall it was estimated that the Citys loss based on DORs estimates andformulas was approximately $64455 We did not budget for an additional election this fiscal year Ifa decision is made to pursue an election which staff would recommend we assume that it would not be at the same time as the regularly scheduled municipal election
Mr Short provided more detail regarding upcoming election dates
Mr Gutierrez-Fisher discussed progress with merchant services vendor VPS The live date is scheduled for November 29thbull
Other Business None
ADJOURNMENT The meeting adjourned at 630PM on motion by Mr Chapin Motion carried 3-0
Respectfully Submitted Maria Gutierrez-Fisher Finance Officer
PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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PUBLIC WOItKS COMMITTEE Public Works Department 623 E ]I Carthage MO 64836 Tele (417) 237-7010 Fax (4]7) 237-7011
Americas Maple LeaCity
11-15-16 PUBLIC WORKS COMMITTEE MEETING MINUTES
Committee Members present Jason Shelfer Brady Beckham Jim Swatsenbarg Juan Topete
Staff Members present Julie Tilley Assistant Public Works Director Marcia Weng Public Works Secretary and Torn Short City Administrator
Guests present None
November 152016 Public Works Committee meeting called to order at 530 pm by Chairman Mr Shelfer
A motion was made by Jim Swatsenbarg to accept the minutes from the October 18th meeting All ayes Motion carried
Citizen Participation None
Old Business None
New Business It was presented to the committee to raise the fee for sidewalks from the present $1500 fee to $2500 When the other fees were addressed and raised the sidewalk fee was ignored If it were raised it would be more in line with the other permit fees Jim Swatsenbarg made a motion to raise the sidewalk fee to $2500 Three ayes and one nay motion carried Juan Topete is concerned and would like the fee reimbursed for those participating in the sidewalk initiative program
Next item on the agenda was the bids on the 2008 Chevy Impala There were 6 bids received The highest bid came in at $365678 from Michael Bisbee Brady Beckham made a motion to accept his bid All ayes motion carried
Other Business None
Staff Reports
Assistant Public Works Director Julie Tilley reported on the following
bull The E-Waste event was Saturday 1111216 The turnout was very good bull The LeafSweeper is broke down Tim ran to Kansas City for a new bearing to fix it They
will be putting a new belt on and should be up and running on Thursday bull The demo at 115 E 9th is done Citizens are working on doing demos to property located
at 1717 S Main and 505509 S Garrison
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
bull We are getting ready to begin the Contractor Licensing process for 2017 We should be mailing out the applications in the next couple ofweeks
Tom Short reported on the following
The Street Department guys have been patching holes behind City Hall and also on Grant Street They were left by a contractor that ATampT had hired to check lines in town
A schedule has been provided by Republic Services for the 2017 holidays It was suggested that it be put on the web page
Committee Members Report Brady Beckham asked for us to put the subject of Registration of Vacant and Dangerous Structures on the next meeting agenda
Jim Swatsenbarg reported that the garage behind 610 Grant Street is down
Jim Swatsenbarg made a motion to adjourn at 600 pm All ayes Motion carries
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
MINUTES
SPECIAL
COMMITTEES
ANDBOARDS
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
CWEP BOARD MEETING MINUTES
November 17 2016
The Carthage Water amp Electric Plant Board met in regular session Thursday November 172016 at 400 pm at the CWampEP Office 627 W Centennial Carthage MO
Board ~Brian Schmidt - President ~Neel Baucom - Member ~Ron Ross -Vice President ~Danny Lambeth - Member OPat Goff -Secretary ~G Stephen Beimdiek - Member ~Jim Swatsenbarg-Liaison
Staff ~Chuck Bryant-General Manager ~Jason Choate-Water Services Director ~Cassandra Ludwig-General Counsel ~Kelli NugentCFO ~Jason Peterson-Director IT amp Broadband ~Kevin Emery-Director of Power Supply ~Brian Potter-Director of Power Delivery ~Susan Wendleton-Administrative Assistant
President Schmidt called the meeting to order at 400 pm
ADDITIONSCHANGES TO THE AGENDA None
APPROVAL OF MINUTES
A motion by Ross and seconded by Baucom to approve the minutes of the regular meeting of October 272016 as presented passed unanimously
APPROVAL OF DISBURSEMENTS
A motion by Baucom and seconded by Ross to approve disbursements for October in the amount of $309780414 passed unanimously
FINANCIAL STATEMENT
CFO Nugent reviewed financials for October showing a consolidated net income of $428821 compared to budget of $489582 A motion by Beimdiek and seconded by Lambeth to approve the October financial statement passed unanimously
COMMITIEE REPORTS None
CITIZENS PARTICIPATION PERIOD None
OLD BUSINESS None
NEW BUSINESS
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
CONSIDERAlION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT
General Manager Bryant noted this bid will provide an annual renewable agreement for maintenance repairs and rehabilitation to CWEPs manholes Visu-Sewer of Missouri was the only company that submitted a bid for the project Water Services Director Choate noted that this is a part of the budgeted amount of over $300000 for various improvements to the collection system including a portion of the flow study and rehabilitation of sewer mains
A motion by Beimdiek and seconded by Ross to accept the bid from Visu-Sewer of Missouri for rehabilitating manholes passed unanimously
CONSIDERATION OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
General Manager Bryant and Water Services Director Choate reported proposals were received from Anderson Engineering and TREKK Design Group for engineering qualifications to conduct Phase 1 of the Sanitary Sewer Evaluation Survey conduct field investigations develop rehabilitation recommendations develop a long-term plan for addressing excessive flows and seek funding for improvements for CWEP After comparisons of qualifications knowledge and experience the proposal of TREKK Design Group of Springfield is recommended by management
A motion by Ross and seconded by Baucom to accept the bid proposal of TREKK Design Group to assist with conducting a flow study for CWEP collection system passed unanimously
FISCAL YEAR AUDIT REPORT
CFO Nugent presented the audit for FY 2015-16 prepared by KPM CPAs amp Advisors stating this was an unqualified report with no non-compliance issues no material weaknesses and no significant control deficiencies She reviewed governmental reporting requirements under GASB 68 which impacts pension accounting for the utility and other governmental entities CWEP is currently working on policies and procedures to complete the recommended changes pertaining to new overtime rules investment policy and vendor approval policies
A motion by Ross and seconded by Beimdiek to accept the audit for FY 2015-16 as presented passed unanimously
STAFF REPORTS
General Manager Bryant updated the Board on recent meetings with Sikeston and Plum Point as well as legislative and regulatory issues with potential impact on the Utility He extended congratulations to Administrative Assistant Wendleton for being selected as Grand Marshall of the Christmas Parade Wendleton commented that 15 CWEP employees joined 4th graders at Columbian for lunch and recess which continues to be a highlight for students and adults
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
BOARD MEMBER COMMENTS
Beimdiek suggested consideration of updating some of the Carthage Christmas decorations in future years
In response to a question by Ross Director of Broadband and IT Services Peterson updated the Board on recent expansion of fiber services
CFO Nugent responded to a question by Lambeth that the experience with KPM CPAs had been very positive in this first year of completing the CWEP audit
At 551 pm the meeting adjourned
President - Brian Schmidt
Secretary - Pat Goff
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
AGENDAS
STANDING
COMMITTEES
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
--NOTICE OF MEETING-shy
BUDGET WAYS amp MEANS COMMITTEE
MONDAY NOVEMBER 14 2016
600 PM
COUNCIL CHAMBERS CITY HALL 326 GRANT ST CARTHAGE MISSOURI
--TENTATIVE AGENDA-shy
OLD BUSINESS
1 Consideration and approval ofminutes from previous meeting
NEW BUSINESS
1 Consider and discuss a Council Bill amending Section VII (b) of Council Bill 7511 (as amended) Ordinance 6572 augmenting the penalty on unpaid lodging taxes for the City of Carthage Missouri
2 Staff Reports
3 Other Business
ADJOURNMENT
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OF 1-800-735-2466(fDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING
POSTED____________________
BY__________________________
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
PUBLIC WORKS COMMIITEE Public worts DepaaImcDt 623 E CartIaeampc MO 64836 T (417) 237middot7010 FlU (417) 237middot7011
illIIIIriGsltlapk IAtfCily
AGENDA November 152016 - 530 PM
PUBLIC WORKS COMMITTEE
1 Consideration ofminutes from previous meeting
2 Citizen participation
3 Old Business 8) None
4 New Business 8) Consider and Discuss Sidewalk Permit Fees b) Consider and Discuss Bids on the 2008 Chevy Impala
5 Other Business 8) None
6 Reports from Staff Director ofPubJic Works - Zeb Carney City Administrator - Tom Short
7 Reports from Committee Members
Meeting is normally held the first and third Tuesday ofeach month Public Works Department 623 E 7h Street
Penwtj tliwbiIitks WiospeeWlISSistaIe - CIlIl411-ZJ1-1011 (1IOia) Or 1-811fJ135-24 (DD RdJIy MIssoIII1j lit IftSt 48 luiprior IIIlfIIdiIIg
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Public Safety Committee - Agenda Monday -November 21 2016
530 pm at the Carthage Police Department
Citizen Participation 1 Peggy Ralston Old World Market 2 Kelsey Jeffery Carthage Blue Grass Festival
Fire Department 1 Miscellaneous
Police Department shy1 Special use permits for RZRfUTV
Persons with disabilities who need special assistance - please contact the Fire Department at 417-237-7100 or the Police Department at 417-237-7200
--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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--------------------
COMMITIEE ON INSURANCEAUDIT AND CLAIMS November 22 2016
445 PM Carthage City Hall
Agenda
Old Business
1 Consider and Approval of Minutes from Previous Meeting
2 Review and Approval of the Claims Report
New Business
1 Staff Reports
2 Other Business
Adiournment
PERSONS WITH DISABILITIES WHO NEED SPECIAL ASSISTANCE CALL 417-237shy7000 (VOICE) OR 1-800-735-2466 (TDD VIA RELAY MISSOURI) AT LEAST 24 HOURS PRIOR TO MEETING)
Posted
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
AGENDAS
SPECIAL
COMMITTEES
ANDBOARDS
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
John Bartosh 302 S Main ST Presiding Commissioner JASPER COUNTY COMMISSION Carthage MO 64836
AJim Honey Carthage 417-358-0421 Eastern District Commissioner Joplin 417-625-4350
Darieus K Adams Toll Free 800-404-0421 Western District Commissioner Fax 417+358-0483
COMMISSION AGENDA NOVEMBER 15 2016
900AM JASPER COUNTY COURTHOUSE ROOM 101
1 CALL TO ORDER
PLEDGE OF ALLEGIANCE
PRAYER
2 ROLLCALL
3 APPROVAL OF MINUTES
4 PRESENTATIONS
() Jasper County Auditor-Presentation of 2017 County Budget
5 REPORTS AND COMMUNICATIONS
6 ELECTED OFFICIALSCITIZENS REQUESTS
() Jasper County Auditor-Request for Line Item Transfers to 2016 Budget
7 COMMISSIONERS REPORTS
8 UNFINISHED BUSINESS
9 NEW BUSINESS
10 PUBLIC HEARINGS
PUBLIC PARTICIPATION FROM AUDIENCE WHEN ADDRESSED YOU WILL BE ALLOWED THREE MINUTES TO
SPEAK
ELECTED OFFICIALSCITIZENS WISHING TO BE HEARD UNDER ELECTED OFFICIALSCITIZENS REQUEST MUST
REQUEST TO SPEAK TO COMMISSION BY 400 PM ON THE FRIDAY PRIOR TO THE COMMISSION MEETING ON
TUESDAY CITIZENS SPEAKING TIME Will BE LIMITED TO FIVE MINUTES
THE NEWS MEDIA MAY OBTAIN COPIES OF THIS NOTICE BY CONTACTING
COMMISSION OFFICE 302 S MAIN COURTHOUSE ROOM 101 CARTHAGE 417-358-0421
NOTICE POSTED NOVEMBER 10 2016 2015 AT 400 PM (RSMO 610020)
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
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i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
McCune Brooks Regional Hospital Trust
Regular Meeting of the Board of Trustees
November 16 2016
530 pm
Schmidt Associates Conference Room
Agenda
I Call to Order Ron Petersen
II Approval of August 24 2016 Meeting Minutes Ron Petersen
III Financial Statement Review Stan Schmidt
IV Review and action to take on EndowmentsTrusts John Hammons
V Grant application in writable formCity Website Jack Crusa
a Deadline for grant applications-review yearly or b Decide where to send requests via email or mail
VIII Motion for Closed Session Relating to Matters Ron Petersen Pursuant to Section 610021 (I) (3) (13) (14) Of the Revised Statutes of Missouri
IX Return to Open Session Ron Petersen
X Adjournment Ron Petersen
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
AGENDA
Notice is hereby given that the Carthage Water amp Electric Plant Board will meet November 17 2016 4
pm at the CWEP Complex 627 W Centennial Carthage The tentative agenda of the regular meeting
includes
ADDITIONS TO THE AGENDA
APPROVAL OF THE BOARD MINUTES October 272016
APPROVAL OF DISBURSEMENTS October $309780414
FINANCIAL STATEMENT October
COMMITTEE REPORTS
CITIZENS PARTICIPATION PERIOD
OLD BUSINESS None
NEW BUSINESS
1 CONSIDERATION OF MANHOLE REPAIR AND REHABILITATION AGREEMENT 2 CONSIDERATIONS OF PROFESSIONAL ENGINEERING QUALIFICATIONS TO ASSIST WITH
CONDUCTING FLOW STUDY FOR CWEP COLLECTION SYSTEM
3 FISCAL YEAR AUDIT REPORT
MISCELLANEOUS
STAFF REPORTS
BOARD MEMBER COMMENTS
Persons with disabilities who need special assistance may call 417-237-7300 or 1-800-735-2466 (TDD via Relay Missouri) at least 24 hours prior to meeting
Representatives of the news media may obtain copies of this notice by contacting Susan Wendleton POBox 611 Carthage MO 64836 417-237-7300
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
CORRESPONDENCE
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
SALES TAX REPORT For the Month of
$300000
$250000
$200000
$150000
$100000
$50000
$0 Jul Aug
FY
Sep
FY 2013
57794
Oct
FY
$ 16373278 1134
$ 1667447
Nov
588 $4945283
Dec
2015
FY
$ 16909942 328
$536664
Jan Feb
939 $ 8354438
FY 2016
$14431084 -1466
-$ 2478858
Mar Apr May
-085 -$ 829301
FY 2017
14353425 -054
-$ 77659
Jun
-301 -$ 2905519
$980000
$960000
$940000
$920000
$900000
$880000
$860000
$840000
$820000
$800000
$780000
$760000 2013 2014 2016 2017
Comments
City Sales Taxes total 2750 This includes 1 General 5 Transportation 5 Capital Improvements 5 ParkslStormwater and 25 Fire Numbers are shown
as received by the City Receipts lag collections by approximately 2 months The total current Sales Tax rate in the City 01 Carthage is 7950 and will increase to 62
with the passage of the Countys 114 Sales Tax for the Jeuvenile Center and Courthouse WOf1( in October 2016
General Fund Sales Tax receipts for November showed a decrease of 054 from the same month last Fiscal Year This amounted to approximately $777 less than the
same month last year This is the fifth months collections for the fIScal year and receipts have again drpopped a little
Overall we had budgeted an increase of 425 from the previous year for Sales Tax Year-ta-date numbers are still down 3 or $29055irom the same time last year
Year-to-date
sr Wi I r II r 7 2Tr In flliZ IF n I 111 1 IiI 3i11T Jill
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Council Committee
Budget Ways amp Means Jim Swatsenbarg
Lany O Chapin
Dan Rife Darren Collier
Public Safety Dan Rife
Lany Chapin
Mibe Daugherty
Darren Collier
November 2016
Committee on Insurance Audits and Claims
Jasaon Shelfer Timothy Shields
Mibe Daugherty
Kelly Hartley
Chairman
Vice-Chairman
Public Service Brady Bec~ham
Timothy Shields
Juan Topete
Kelly Hartley
Public Works Jason TA Shelfer
Brady D Bec~ham
Jim Swatsenbarg
Juan Topete
Elected Officials and Administrative Staff IIII
City Administrator- Tom Short City Attorney-Nate Dally
326 Cirant Street 341 S Main
237-7003 Mayor J Michael Harris 3S8-2n7 326 Cirant Street
City Clerk-Traci Cox 237-7000 Municipal Judge-Brad Cameron
326 Cirant Steet 1107 S Maple Street
237-7000 358-2659
Council Members
WARDl Juan Topete H
314 Orchard St 758-3031
Jim SfNC1tsenbarg 601 Howard St
358-1690
WARD 2 Timothy Shields 325 Kansas Ave
388-8981
Lany a Chapint 728 W Central
793-5986
WARD 3 Mike DaughertyH
1114 Sophia 793-6640
Kelly Hartey 1317 Ashley
674-7740
Term ends 2017 Term ends 2018
WARD 4 Darren Collier 528 E Centennial
793-0462
DanRife 1841 Wynwood
850-7455
WARD 5 Jason T ASheHer
1628 S Maple
347-974-3537
Brady D Beckham 1346 S Main Street
388-9623
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Board Liaison Representatives from Council 22-Nov-16
Carthage Chamber of Commerce Meets 3rd Thursday 730 am
Carthage Convention and Visitors Bureau Meets 4th Tuesday 730 am
Carthage Humane Society Board Meets 3rd Thursday 630 pm bull Humane Society
Carthage Water amp Electric Meets 3rd Thursday 400 pm bull CWampEP
Civil War Museum Meets on call
County Commissioners Meeting Meets every Tuesday 900 am bull Jasper County Courthouse
H5 Truman Council of Government Meets 4th Wednesday 1130 am C J Police Dept
Kellogg loRe Meets 2nd Tuesday 600 pm Meeting Place To Be Announced
Library Board Meets 2nd Tuesday 515 PM Public Ubrary
Mercy McCune-Broom Hospital Quarterly Stan Schmidts Office
Personnel Appeals Board Meets on Call
PlanningZoning Meets 3rd Monday 515 pmbull Council Chambers
Police amp Are Pension Meets on Call
Police Personnel Board Meets on Call
Powers Museum Meets 3rd Monday 700 pm
Tree Commission Meets on Call
LIed
Jason TA Shelter
Jason TA Shelfer
MiRe Daugherty
Jim Swatsenbarg
Timothy Shields
Jason TA Shelfer
Jim Swatsenbarg
Juan Topete
Kelly Hartley
Vacant
Dan Rife
Jim Swatsenbarg
Jason TA Shelter
Jason TA Shelter
Brady Bec~ham
Larry Q Chapin
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
Monday November 8 2016
To Whom It May Concern
Quite a few years ago a new layer of asphalt was laid on our street being West Highland Ave between Garrison and Hazel streets Sadly the asphalt was not ground offbefore being paved and now the consequence of that is the street is high centered and there is very little height to the curbing Over the years it has been a problem with the watershed when it rains hard or for extended periods of time The neighbors and ourselves have taken this issue to the street department They came up with what will hopefully be a workable solution and last week a crew spent time working to dig lay drain pipe and also install a storm water drain to correct this problem So many times citizens can be the first to complain about something but we wanted to send this letter of appreciation and commendation for the work that was done in our neighborhood These men showed up every morning and worked hard all day to complete this job The men and the supervisors Mr Zeb Carney and Mr Hill were all most respectful When the job was finished the job site was left cleaned up and looked very nIce We felt like all those men deserved a letter of appreciation and commendation for the work they did and ajob well done We wanted to bring it to the attention of the ones in charge of running the City ofCarthage what a fine group of hardworking men are employed in the street department and say thank you
Signed
~~~btMpVBill J amp cy J Brewer 426 West Highland Ave
Mayor and City Council City Manager Street Department
cc
The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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The City of Carthage Americas Maple Leaf City
326 Grant St Carthage MO 64836 (417) 237-7000 FAX (417) 237-7002
MEMO TO Mayor and Council Members
FROM Traci Cox City Clerk
SUBJECT General Municipal Election April 4 2017
Following this memo please find the 2017 Missouri Election Calendar designating dates for the General Election to be held April 4 2017
At present those holding these positions are eligible at the next election for the following terms
pt Ward Jim Swatsenbarg (2 year term) 2nd Ward Larry Chapin (2 year term 3rd Ward Vacant (2 year term) 4th Ward Dan Rife (2 year term) 5th Ward Brady Beckham (2 year term)
Those persons wishing to be designated on the ballot as a candidate should file their declaration ofcandidacy in my office no sooner than Tuesday December 13 2016 beginning at 800 AM The last day to file is Tuesday January 172016 at 500 PM The offices will be closed December 23 and December 262016 and January 22017 The filing fee is $2500 or a petition with 25 signatures from registered voters from the ward represented
Traci Cox City Clerk
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
2017 Missouri Election Calendar 2017 Election Calendar 2016 Election Calendar 2016 Election Calendar
October 18 2016 November 22 2016 INovember 29 2016 the first Tuesday after the first Monday in February but no other issue shall be included on the ballot for such election
February 7 2017 IBond elections may be held on IJanuary 11 2017
[Jurisdictions in Kansas C1ty begin filing October 25
November 15 2016 December 202016 IDecember 272016 ONLY
March 7 2017 ICharter cities and charter counties IFebruary 8 2017
(see local charter) [Jurisdictions in Kansas City begin filing November 22 2016]
April 4 2017 IGeneral Mun1cipal Election Day IMarch 8 2017 December 13 2016 IJanuary 17 2017 IJanuary 24 2017
[Jurisdictions in Kansas City begin filing December 202016]
I I
August82017 IAvaiiable for public elections IJuly 122017 IApril 18 2017 IMay 23 2017 lM~y 30 2017
July 18 2017 August 22 2017shy August 29 2017November 7 October 11 2017Available for public elections 2017
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
I
I I
Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
L
I rshy
i
I I
lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
1210 PM Carthage Humane Society Inc
110916 Profit amp Loss Accrual Basis October 2016
Income ACO Adoptions City of Carthage Contract Donations Grants Misc Income RTO Surrender Trailer Rental Income Trusts
Total Income
Gross Profit
Expense Bank and Credit card fees Contract Services
Outside Contract Services
Total Contract Services
Insurance
Insurance - Health Operations
Supplies Telephone Telecommunications
Total Operations
Payroll Expense Payroll tax expense
Employee Medicare Expense Employee Social Security Tax Ex Employer Medicare Tax Expense Employer Social Security Tax Ex Federal Withholding Tax Expense State Withholding Tax SUTA
Total Payroll tax expense
Payroll Expense - Other
Total Payroll Expense
Repairs and Maintenance Utilities - trash Veterinary costs VETERINARY SUPPLIES
Total Expense
Net Income
Oct 16
9000 314000 500000 154954 150000
35500 22000 15000 15000
527442
1742896
1742896
10490
100000
100000
115200
50000
15537 12785
28322
13314 56927 13314 56927 10400 4100
13154
168136
833446
1001582
10000 34000
200000 63510
1613104
129792
Page 1
Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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Rosenbergs Rules ofOrder (Simple Rules ofParliamentary Procedure for lhe 21sl Century)
Introduction
The rules of procedure at meetings should be simple enough for most people to understand Unfortunately that has not always been the case Virtually all clubs associations boards councils and bodies follow a set of rules - Roberts Rules of Order - which are embodied in 8 small but complex book Virtually no one I know has actually read this book cover to cover W~ yet the book was written for another time and for another PUlJlOSC If one is chairing or running a Parliament then Roberts Rules of Order~ is a dandy and quite useful handbook for procedure in that complex setting On the other hand if one is running a meeting of say a 5-member body with a few members of the public in attendance 8 simplified version ofthe rules of parliamentary procedure is in order
Hence the birth oCRosenbergs Rules ofOrder
What follows is my version of the rules of parliamentary procedure based on my 20 years of experience chairing meetings in state and local government These rules have been simplified for the smaller bodies we chair or in which we participate slimmed down for the 21st Century yet retaining the basic tenets of order to which we have grown accustomed
This treatise on modern parliamentary procedure is built on 8 foundation supported by the following Cour pillars (I) Rules sbould establish order The first purpose of rules of parliamentary procedure is to establish a ampamcwork for the orderly conduct of meetings (2) Rules should be clear Simple rules lead to wider understanding and participation Complex rules create two classes those who understand and participate and those who do not fully understand and do not fully participate (3) Rules should be user friendly That is the rules must be simple enougb that the public is invited into the body and feels that it has participated in the process (4) Rules should enforce the will ofthe majority while protecting the rights of the minority The ultimate purpose of rules of procedure is to emoUItl3e discussion and to facilitate decision-making by the body In B democracy majority rules The rules must enable the majority to express itself and fashion a resUlt while permitting the minority to also express itself but not dominate and fully participate in the process
The Role oftlae Claair
While all members of the body should know and understand the rules of parliamentary procedure it is the Chair oCthe body who is charged with applying the rules in the conduct of the meeting The Chair should be well versed in those rules The Chair for all intents and purposes makes the final ruling on the rules every time the Chair states an action In fact all decisions by the Chair are final unless overruled by the body itself
Since the Chair runs the conduct of the meeting it is usual courtesy for the Chair to playa less active role in the debate and discussion than other members of the body This does not mean that the Chair should not participate in the debate or discussion To the contrary the Chair as a member of the body bas the full right to participate in the debate discussion and decision-making of the body What the Chair should do however is strive to be the last to speak at the discussion and debate stage and the Chair should not make or second a motion unless the Chair is convinced that no other member of the bndy will do so at that point in time
The Basic Format for an Agenda Item Discussion
Formal meetings normally have a written often published agenda Informal meetings may have only an oral or understood ageuda In either case the meeting is governed by the agenda and the agenda constitutes the bodys agreedshyupon roadmap for the meeting And each agenda item can be handled by the Chair in the Collowing basic format
First the Chair should clearly announce the agenda item number and should clearly state what the agenda item subject is The Chair should then announce the fonnat (which follows) that will be follOWed in considering the agenda item
SecoDd following that agenda format the Chair should invite the appropriate person or persons to report on the item including any recommendation that they might have The appropriate person or persons may be the Chair a member of the body a staffperson or a committee chair charged with providing input on the agenda item
Tbird the Chair should ask members of the body if they have any technical questions of clarification At this point members of the body may ask clarifying questions to the person or persons who reported on the item and that person or persons should be given time to respond
Fourth the Chair should invite public comments or if appropriate at a formal meeting should open the public meeting fol public input If numerous members of the public indicate a desire to speak to the subject the Chair may limit the time of public speakers At the conclusion of the public comments the Chair should announce that public input has concluded (or the public hearing as the case may be is closed)
Fifth the Chair should invite a motion The Chair should announce the name of the member of [he body who makes the motion
Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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Shrtb the Chair should determined if any member of the body wishes to second the motion The Chair should announce the name of the member of the body who seconds the motion (It is normaJly good practice for a motion to require a second before proceeding with it to ensure that it is not just one member of the body who is interested in a particular approach However a second is not an absolute nquiremcnt and the Chair can proceed with consideration and vote on a motion even when there is no second This is a matter left to the discretion ofthe Chair)
Seventb if the motion is made and seconded the Chair should make sun everyone understands the motion This is done in one oflhree ways () The Chair can ask the maker of the motion to repeat it (2) The Chair can repeat the motion (3) The Chair can ask the secretary or the Clerk ofthe body to repeat the motion
Eiath the Chair should now invite discussion ofthe motion by the body Iftherc is no desired discussion or aftcr the discussion has ended the Chair should announce that the body will vote on the motion If there has been no discussion or very brief discussion then the vote on the motion should proceed immediately and there is no need to repeat the motion Iftherc has been substantiaJ discussion then it is normaJly bes110 make sure everyone understands the motion by repeating it
Nintb the Chair takes a vote Simply asking for the ayes and then asking for the nays normally does this If members of the body do not vote then they abstain Unless the rules of the body provide otherwise (or unless a super-majority is required as delineated later in these rules) then a simple 11Ui0rity determines whether the motion passes or is defeated
Teatb the Chair should announce the result of the vote and should announce what action (if any) the body bas taken In announcing the result the Chair should indicate the names of the members of the body if any who voted in the minority on the motion This announcement might take the following form The motion passes by a vote of 3-2 with Smith and Jones dissenting We have passed the motion requiring 10 days notice for aJl future meetings ofthis body
Motions ia Gener
Motions arc the vehicles for decision-making by a body It is usuaJly best to have a motion before the body prior to commencing discussion of an agenda item This helps the body focus
Motions arc made in a simple two-step process First the Chair should recognize the member of the body Second the member of the body makes a motion by preceding the members desired approach with the words move So It typical motion might be I move that we give 1()daymiddots notice in the future for aJl our meetings
The Chair usually initiates the motion by either (I) Inviting the members of the body to make a motion A motion at this time would be in order (2) Suggesting a motion to the members of the body A motion would be in order that we give IO-days notice in the future for all our meetings (3) Making the motion As noted the Chair has every right as a member ofthe body to make a motioD but should normally do so only if the Chair wishes to make a motion on an item but is convinced that no other member ofthe body is willing to step forward to do so at a particular time
The Three Basic Motions
There arc three motions that arc the most common and recur often at meetings
IlK bsit Iotin The basic motion is the one that puts forward a decision for the bodys consideration A basic motion might be I move that we create a S-member committee to plan and put on our annual fundraiser
The Iotia to mead If a member wants to change a basic motion that is before the body they would move to amend it A motion to amend might be r move that we amend the motion to have a Io-member committee A motion to amend takes the basic motion which is before the body and seeks to change it in some way
Tb bsti moU If a member wants to completely do away with the basic motion that is before the body and put a new motion before the body they would move a substitute motion A substitute motion might be I move a substitute motion that we cancel the annual fundraiser this year
Motions to amend and substitute motionsmiddot arc often confused But they are quite different and their effect (if passed) is quite different A motion to amend seeks to retain the basic motion 00 the floor but modifY it in some way A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it The decision as to whether a motion is rcaJly a motion to amend or a middotsubstitute motion is left to the chair So that if a member makes wbat that member calls a motion to amend but the Chair determines that it is rcaJly a substitute motion then the Chaifs designation governs
Multiple Motiolll Before the Body
There can be up to three motions on the floor at the same time The Chair can reject a fourth motion until the Chair has dealt with the three that arc on the floor and has resoJved them
When then arc two or three motions on the floor (after motions and seconds) at the same lime the vote should proceed first on the lB motion that is made So for example assume the first motion is a basic motion to have a Smember committee to plan and put on our annuaJ fundraiser During the discussion of this motion a member might make a second motion to amend the main motion to have a IOmiddotmemher committee not a S-member committee to plan and put
on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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on our annual fundraiser And perhaps dwing that discussion a member makes yet a third motion as a substitute motion that we not have an annual fundraiser this year The proper procedure would be as follows
First the Chair would deal with the third (the last) motion on the floor the substitute motion After discussion and debate a vote would be taken first on the third motion If the substitute motion ~ it would be a substitute for the basic motion and would eliminate it The fi~t motion would be moot as would the second motion (which sought to amend the first motion) and the action on the agenda item would be completed on the passage by the body ofthe third motion (the substitute motion) No vote would be taken on the first or second motions On the other hand if the substitute motion (the third motion) ~ then the Chair would proceed to considera1ion of the second (now the last) motion on the floor the motion to amend
Secoad if the substitute motion failed the Chair would now deal with the second (now the last) motion on the floor the motion to amend The discussion and debate would focus stricdy on the amendment (should the committee by 5 members or 10 members) If the motion to amend ~ the Chair would now move to consider the main motion (the first motion) 115 amrufed If the motion to amend failed the Chair would now move to consider the main motion (the first motion) in its original format not amended
Tbird the Chair would now deal with the fIrSt motion that was placed on the floor The original motion would eilher be in its original fonnat (S-member committee) or if amended would be in its amended format (Iomember committee) And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fuodnUser
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate Accordingly basic motions motions to amend and substitute mOlions are all eligible each in their tum for full discussion before and by the body The debate can continue as long as members ofthe body wish to discuss an item subject to the decision of the Chair that it is time to move on and take action
There are exceptions to the general rule of free and open debate on motions The exceptions all apply when there is a desire of the body to move on The following motions are not debatable (that is when the following motions are made and seconded the Chair must immediately call for a vote ofthe body without debate on the modon)
A otion to adjourn This motion ifpassed requires the body to immediately adjourn to its next regularly scheduled meeting It requires a simple majority vote
A Odon to rltess This motion if passed requires the body to immediately take a recess Normally the Chair determines the length ofthe recess which may be a few minutes or an hour It requires a simple majority vote
A bullbulltWo to fix the tim to IIiour This motion if passed requires the body to adjourn the meeting at the specific time set in the motion for example the motion might be or move we adjourn this meeting at midnight It requires a Simple majority vote
A motl to table This motion if passed requires discussion of the agenda item to be halted and the agenda item to be placed on hold The motion can contain a speCific time in which the item can come bact to the body H( move we table this item until our regular meeting in OctoberH Or the motion can contain no specific time for the return of the item in which case a motion to take the item off the table and bring it back 10 the body will have to be taken at a future meeting A motion to table an item (or to bring it back to the body) requires a simple majority vote
t motion to Iiit debat The most common fonn of this motion is to say r move the previous question or Hr move the question or I call the question When a member ofthe body makes such a motion the member is really saying Ive had enough debate Lets get on with the vote When such a motion is made the Chair should ask for a second stop debate and vote on the motion to limit debate The motion to limit debate requires a 2J3 vote oftbe body Note that a motion to limit debate could include a time limit For example I move we limit debate on this agenda item to IS minutesH Even in this format the motion to limit debate requires a 213 vote of the body A similar motion is a motion to object to consideratigp o(an item This motion is not debatable and if passed precludes the body from even considering an item on the agenda It also requires a 113 vote
Majority ud Super-Majority Votes
hl a democracy a simple majority Yote determines a question A tie vote means the motion fails So in a 7-member body a vote of 4middot3 passes the motion A vote of 3middot3 with one abstention means the motion fails U one member is absent and the vote is 3-3 the motion still fails
All motions require a simple majority but there are a few exceptions The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss and item These extraordinary motions require a 113 majority (a super-majority) to pass
MOllon to limit debate Whether a member says I move the previous question or or move the question or I call the question or H[ move to limit debate it all amounts to an attempt to cut off the ability of the minority to discuss an item and it requires a 213 vote 10 pass
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
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Motion to 51 nominatioDs When choosing officers of the body (like the Chair) nominations are in order either from a nominating committee or from the floor of the body A motion 10 close nominations effectively cuts off the right ofthe minority to nominate officers and it requires a 213 vote 10 pass
MgtioR to object to the cogsiderapOD oj It gusstion Nonnally such a motion is wmecessary since the objectionable item can be tabled or defeated straight up However when members ofa body do not even want an item on the agenda to be considered then such a motion is in order It is not debatable and it requires a 213 vole to pass
Mption to ulUend tbe ruill This motion is deblU8ble but requires a 213 vote to pass If the body has its own rules of order conduct or procedure this motion allows the body to suspend the rules for 8 particular purpose For cxsmple the body (a private club) miampht have a rule prohibiting the attendance at meetings by non-club members A motion to suspend the rules would be in order 10 allow a non-club member to attend 8 meeting of the club on a particular date or on a particular agenda item
The Motion to Recocuider
There is a special and Wlique motion that requires a bit of explanation all by itself the motion to reconsider A tenet of parliamentary procedure is finality After vigorous discussion debate perhaps disagreement and a vote there must be some closure to the issue And so after a vote is taken the matter is deemed closed subject only 10 a re-opener if a proper motion to reconsider is made
A motion to reconsider requires a majority vote to pass but there are two special rules that apply only to the motion to reconsider First is timing A motion to reconsider must be made at the meeting where the item was fm voted upon or at the very next meeting of the body A motion to reconsider made at a later time is untimely (The body however can always vote 10 suspend the rules and by a 213 majorily can allow a motion to reconsider to be made at another time) Sccood a motion to reconsider can only be made by certain members of the body Accordingly a motion 10 reconsider can only be made by a member who voted in the maj9ri~ on the original motion If such a member bas a change of heart he or she can make the motion to reconsider (any other member of the body may second the motion) If a member who voted in tillt minQrity seeks to make the motion 10 reconsider it must be ruled out of order The purpose of this rule is finalily lfa member of the minority could make a motion to reconsider then the item could be brought back to the body again and again That would defeat the purpose of fmalily
If the motion to reconsider passes then the original matter is back before the body and a new original motion is then in order The matter can be discussed and debated as if it were on the floor for the first time
Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently fairly and with full participation At the same time it is up 10 the Chair and the members of the body to maintain common counesy and decorum Unless the setting is very informal it is always best for only one person at a time to have the floor and it is always best for every speaker to be first recognized by the Chair before proceeding to speak
The Chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question not the personalities of the members of the body Debate on policy is healthy debate on personalities is not The Chair has the right to cut off discussion that is too personal is too loud or is 100 crude
Debate and discussion should be focused but free and open In the interest of time the Chair may however limit the time allotted to speakers including members of the body
Can a member of the body interrupt the speaker The general rule is no There are however exceptions A speaker may be interrupted for the following reasons
Privilege The proper interruption would be point of privilege The Chair would then ask the interrupter to middotstate your point Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting For example the room may be too hot or 100 cold or a blowing fan might inlerfere with a persons ability to hew
Order The proper interruption would be point of order Again the Chair would ask the interrupter to state your point Appropriate points oforder relate to anything that would not be considered appropriate conduct ofthe meeting For example jf the Chair moved on 10 a vote on a motion that permits debate without allowing that dbcussion or debate
~ If the Chair makes a ruling that a member of the body disagrees with that member may appeal the ruling of the chair If the motion is seconded and after debate if it passes by a simple majorily vote then the ruling of the 0Iair is deemed reversed
cn for dW of th dy This is simply another way of saying Lets return to the agenda P If a member believes that the body has drifted from the agreed-upon agenda such a call may be made It does not require a vote and when the Chair discovers that the agenda has not been followed the Chair simply remind~ the body to return to the agenda item properly before them If the Chair fails to do so the Chairs determination may be appealed
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
I r
I I I
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lVi1bdrw moli9ll During debate lind discussion ofa motioa the maker otthe motion on tile floor It my time may interrupt a speaker to withdraw bis or ber motion from Cbe floor Tbe motion is immediately deemed wiChdrawn a1thouab Cbe Chair may uk the person who seoondcd the motion ifhe or she wishes to make the motion IIDd any other mtDlber may make the motion ifproperly rerogaizcd
Speeltl No About PubUe lJIpul
The rules outlined above wiD help make meeUnp very public-friendly But in addition and parricularIy for the Chair it is wise to remember dlrec speltial rules that apply to each agenda item
Rale ODe Tell the public what the body will be doiDg
Jal Two Keep the public informed while the body is doing it
Rale Three WbeD the body bas acted ren the public what the body did
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