Date: Monday, the 11th day of March 2024
Location: Houston Lake City Hall, 5417 NW Adrian, Houston Lake, MO 64151

The regular meeting of the City Council Meeting of Houston Lake, Missouri, was called to order at 7:36 p.m. by Mayor pro tem Ashley Fuglestad.

On roll call, the following members were present: Alderman Sarah Loring, Alderman Ashley Fuglestad, Alderman Teena Walker-Robin, Alderman AnnMarie Murphy. Absent: Mayor Chuck Stone

• Agenda for 03/11/2024 – Alderman Walker-Robin motioned to approve the agenda with the move of the final new business item to the top of the agenda. Alderman Loring seconded. A voice vote resulted in unanimous approval.
• Mayor’s resignation
  Alderman Walker-Robin read Mayor Stone’s letter of resignation into the record. Alderman Walker-Robin made a motion to accept the mayor’s resignation, Alderman Murphy seconded. A voice vote resulted in unanimous approval.
• Minutes for 10/09/2023 – Alderman Walker-Robin motioned for approval of the city council meeting minutes from 10.09.2023, Alderman Murphy seconded. A voice vote resulted in unanimous approval.
• Minutes for 11/12/2023, 12/11/2023, 01/08/2023 and 02/12/2024 were tabled for review in the April meeting.

• Fire Department – none
• Sheriff Report – Deputy reports one traffic stop, one animal call, a missing person that was located, a welfare check and a trespass. It was clarified that the animal call was the same dogs that we have been dealing with. Sergeant Dougherty reports the information passed on last month about activity was dispersed and it doesn’t look like we’ve had any calls related to that.

• VGHA board member Mary Head announced a change in their meeting date to the third Monday at 6:60 pm, with the next meeting scheduled for the 18th. Alderman Loring expressed amazement at the amount of silt removed from the silt pond. VGHA President Pam Freese provided an update on the dredging project, mentioning the smoothing out of the silt pond and creation of a berm, replacement of the silt fence, and upcoming work on the S curve and peninsula. Refuse from the S curve will be trucked to the Barnes property for hay and seeding once dry. Freese also answered a question with the information that volunteers from both sides of the lake contributed to honeysuckle removal and announced the HOA’s annual Lake Cleanup scheduled for April 20th.

• Resident / HOA Vice-President Wendy Thompson spoke on the city directory being printed and available for pickup and delivery.
• Resident Pam Freese expressed her appreciation for the board, acknowledging that it has been less than smooth sailing.

• 5275 NW Edgewood Trail (2) – Alderman Loring motioned to approve the two burn permits for 5275 NW Edgewood Trail. Alderman Murphy seconded. A voice vote resulted in unanimous approval.

Building Permits – None

Treasurer’s Report – Tabled due to illness

Pay Bills – Tabled due to illness

Old Business

1. Resolution to formalize the arrangement whereby the Venetian Gardens Homes Assoc. (VGHA) and the City split grass-cutting expenses.
   • The city and HOA have decided to investigate alternative document options to formalize their arrangement, prompted by the objection of the city’s legal counsel to using a resolution for this purpose.
2. Update on the 2023 Platte County Outreach Grant
   • Our grant application was delivered to the Platte County Park Board on Tuesday, February 27th. As of now, there has been no communication regarding approval status.
3. Discussion on filling the City Clerk position
   • Alderman Walker-Robin presented a revised city clerk job description for consideration during candidate interviews. No vote was requested, but consensus was sought on the proposed description. The description provides detailed duties before, during, and after meetings. Walker-Robin mentioned ongoing discussions with a potential candidate who may require a change in meeting day due to prior commitments. In addition, consideration was given to adjusting the meeting time to accommodate an early-rising council member. The remaining council members agreed to move the meeting day to secure a city clerk and to consider the earlier meeting time slot.
4. Discussion on the workflow for drafting and posting City Council Meeting agendas & minutes
   • The discussion covered the use of templates on the HoustonLake.gov website for creating and posting agendas, acknowledging some challenges in fitting them on a letter-size paper for physical posting at City Hall but expecting improvement over time. Changes to the agenda can be recorded in real-time during the meeting and then duplicated for minutes after approval. Digital copies of meetings were suggested for accessibility, with plans to resolve file access issues among council members and explore Intranet links for easing file access. While use of records was proposed for meeting records, legal requirements for written minutes were emphasized, albeit they could be digital. Consideration was given to optimizing subscription tiers to cut costs. Council agreed to await new board members before revisiting this issue and to identify users not utilizing the workspace effectively to adjust subscriptions accordingly.
5. Discussion on the best way to spend road funds in 2024, including listing and prioritizing opportunities to work with the Platte County Stormwater Grant to address flooding issues / Continued discussion on parking for residents whose vehicles cannot jump the barrier curb at City Hall during meetings and/or inclement weather
   • Previous stormwater work documents have been retrieved but the city has yet to communicate with the county engineer. Additionally, work is ongoing on a proposal concerning the lazy back curb, including the addition of an additional flume. Discussions have commenced with the HOA regarding the property across the street, initially considered for parking to serve both the playground and residents during inclement weather, as it actually belongs to the HOA. Discussions with the HOA are ongoing to explore potential alternatives moving forward.
6. Follow up on missing signed Ordinances & MOAW documents
   • A volunteer is retrieving missing minutes from the Laker archive to identify any absent resolutions and ordinances. This will help determine the current numbering system and facilitate its implementation for future ordinances. The city’s legal counsel has been contacted to inquire about any available copies, with a date range pending clarification. It’s unlikely that signed and sealed copies, which are primarily sought, will be found, though unsigned and unsealed copies may be located. No progress has been made regarding legal recommendations regarding the repercussions of missing original signed and sealed ordinances.
7. Follow up on costs and status of the city directory
   • The city directory exceeded its printing budget, and the tax-exempt status was not accepted. A city official paid for the report covers and will seek reimbursement. The overage in expenses was deemed reasonable by the individual.
8. Discussion of next steps on the upcoming board vote to abandon the ward system
   • It was decided that the process will involve calendarizing the necessary steps. This includes determining the timeline for the next election and planning an awareness campaign in advance to ensure constituent approval. Additionally, an ordinance will be drafted, reviewed by the city’s legal counsel, and submitted to the board of elections before their deadline for implementing the change.

New Business

1. Discussion of enforcement of City Code on parking
   • Discussion centered on the enforcement of City Code regarding street parking, specifically HLCC Section 355.010. It was noted that this regulation is not currently being enforced, leading to a suggestion to either enforce it consistently or eliminate it altogether. The conversation delved into how enforcement would be carried out, with the proposal that violations would be reported to the non-emergency Sheriff’s department number. Sergeant Dougherty indicated that decisions regarding parking enforcement on patrol would involve higher-level discussions. It was agreed that enforcement, if pursued, would focus on specific ticketable instances. Suggestions were made advise the public through an awareness campaign including signage, a series of informative articles on the city website, and a notice in the local monthly newsletter prior to initiating ticketing.
2. Discussion of options for WiFi at City Hall
   • Alderman Fuglestad reported exploring internet service options, with Spectrum identified as the most cost-effective choice. Alderman Walker-Robin expressed surprise, noting previous information from Spectrum indicating the current rate was non-negotiable for government entities. Fuglestad clarified that she was quoted a lower rate of $70 with wifi on a month-to-month basis. It was agreed that Walker-Robin would provide Fuglestad with the current contract information to facilitate installation.
3. Discussion of proposed change to requirement for building permits for replacing existing driveways
   • Discussion focused on how Platte County does not require building permits but the city of Houston Lake did the proposed change may or may not be defined. Additionally, there was talk about defining the current permit process for officials and residents as well as enhancing the workflow and process concerning the calculation, processing, and refunding of bonds.

Reports from Council members

• Alderman Walker-Robin’s report included information that the next city Council meeting would be held on the day of the solar eclipse. She mentioned intending to be here at City Hall and holding a viewing event, providing 10 pairs of solar eclipse glasses for anyone who is interested and shows up, hoping there’s an excellent view from the city park or the parking lot. Walker-Robin mentioned having finally completed the exMayors photos and showed the photos and the frames.
• Alderman Murphy reported that Weezy will still do the sign. He’s already secured the material and would like to use the garage to finish up the sign.
• Alderman Loring expressed gratitude towards those involved in honeysuckle removal and excitement for improved views as the landscape greens up. She stressed the importance of hiring a codes enforcement officer, feeling handicapped in addressing issues without one. Alderman Murphy offered to explore options for hiring a part-time codes enforcement officer from other cities, with HOA President Pam Freese offering assistance. Concerns were raised about a garbage situation, prompting discussion on issuing citations and potential involvement of law enforcement. Sergeant Dougherty offered to investigate further. Loring thanked the board for addressing street parking issues and expressed willingness to continue serving another term. There was a discussion regarding the process of her continuation, with unanimous appreciation for her willingness to serve.
• Alderman Fuglestad had no report.
• Alderman Walker-Robin requested Mayor Pro Tem to allow late-arriving resident Terry Deister an opportunity to speak with Sergeant Dougherty on the matter of pet chip scanners. This was prompted by a previous request for information on obtaining scanners made in the February meeting. Sergeant Dougherty explained that there is only one scanner, currently in possession of the day shift supervisor. Terry Deister provided the requested information.

Adjournment

• Alderman Loring motioned to adjourn the meeting. Alderman Fuglestad seconded. A voice vote resulted in unanimous approval.