City Council Meeting Minutes

Date: Wednesday, the 14th day of August, 2024

Location: Houston Lake City Hall, 5417 NW Adrian, Houston Lake, MO 64151

The regular meeting of the City Council of Houston Lake, MO, was called to order by Mayor Pro Tem Ashley Fuglestad at 6:36 PM.

On roll call, the following members were present: Mayor Pro Tem / Alderman Ashley Fuglestad (Acting Mayor), Alderman Sarah Loring, and Alderman Teena Walker-Robin. Absent: Alderman Keith Carey

Resignation of Alderman Keith Carey – Alderman Keith Carey submitted a Letter of Resignation to the City Council. Walker-Robin moved to accept Carey’s resignation. Loring 2nd. A voice vote resulted in unanimous approval.

Presentation by Mark Manville of IBTS– an international nonprofit offering Codes Enforcement/Building Inspection Services

Loring moved to approve the agenda by adding a Building Permit for 5424 NW Venetian Circle. Walker-Robin 2nd. A voice vote resulted in unanimous approval.

Walker-Robin moved to approve the 07/10/24 City Council Meeting minutes. Loring 2nd. A voice vote resulted in unanimous approval. Minutes were presented for the 07/24/24 Working Meeting. For lack of a quorum, the meeting was not called to order so no approval was needed.

Fire Department Report– Assistant Chief Keith Payne was not in attendance at the meeting, and no report was offered.

Sheriff’s Report – Captain Woodrow Painter reported the department worked a little over 34 hours in July. It was determined the recent death in the community was likely the result of natural causes. There was a fairly significant assault in the community which is still under investigation. On August 28, the Platte Co Sheriff’s Office will hold a meeting regarding Flock Cameras. These are surveillance cameras that local communities are considering for added security. These cameras are leased from Flock and lease for about $2,800 a year per camera. Captain Painter indicated the Sheriff’s Office cannot serve as Codes Enforcement.

Mary Head reported there was a recent fish kill in Houston Lake, mostly due to the heat. This happened at several shallow lakes in our area. It is OK to fish and swim at Houston Lake. The next VGHA meeting is scheduled for Monday, August 19, at 6:30 PM at City Hall.

Chuck Burgess mentioned two pot holes on Adrian. These are added to the Project Tracker to address. He also mentioned the City of Houston Lake sign at 56th and Adrian, and asked when it might be replaced. This sign is already on the Project Tracker. He noted, when the sign was up at 56th Street and Adrian, it blocked the view when accessing 56th street from Adrian. LisaShepard, CityClerk,relayed concerns from residents. A dumpster at a home on Adrian – no one is aware of a permit – further review is needed. What can be done if a resident has more recycling than what can be held in one receptacle. A second receptacle is suggested.

Resident, Cristine Fithen, indicated she had recently contacted Republic to ask for a replacement receptacle. Walker-Robin noted residents should contact the City and the City will reach out to Republic’s municipal sales representative on behalf of Houston Lake residents for replacement, and 2nd, receptacles.

Building – 5424 NW Venetian Circle. Discussion regarding fees for permit and bond, perhaps some have been paid in the past. Fuglestad indicated a $100 performance bond would be needed. Homeowner indicated she believes she has previously paid for the permit. Loring moved to accept the permit. Walker-Robin 2nd. A voice vote resulted in unanimous approval.

Walker-Robin moved to approve the Treasurer’s Report dated 07/31/24 as submitted. Loring 2nd. A voice vote resulted in unanimous approval.

City Clerk, Lisa Shepard, reported that, as part of her ongoing training as City Clerk, she has been discussing several financial matters with the Missouri Municipal League (MML) (a nonprofit that is dedicated to improving municipal government and administration in the state of Missouri). With Keith Carey leaving the Council, the signatures need to be changed on all of the bank accounts held by Houston Lake and there is not a new alderman to replace Carey at this time. MML indicated a City Clerk can be a signer on the city’s accounts. In addition, MML explained that a monthly Resolution to Pay Bills was not needed since the annual budget has already been approved. So long as all expenses paid fall under the budget, only a listing of the monthly expenses paid and added to the Treasurer’s report, is needed. Should an expense fall outside of the budget, the budget has to be revised.

Loring moved to approve the Pay Bills Resolution for 08/14/24 as submitted. Walker-Robin 2nd. A voice vote resulted in unanimous approval. There is no further need for a Pay Bills Resolution and a listing of expenses paid can now be included in the monthly Financial Report

– and the report reviewed and approved by the City Council. Walker-Robin moved to add City

Clerk, Lisa Shepard, as a signatory on all Houston Lake accounts and to remove Keith Carey. Loring 2nd. A voice vote resulted in unanimous approval.

Update regarding utilities raising the utility lines: Loring called Spectrum and AT&T regarding the status of them raising the lines so the fire pumper truck can safely get through our neighborhood without causing power outages. Council agreed to send letters or emails, from the Council to these utilities, to make sure there is a record of these needs in our community. Fuglestad indicated she would facilitate these communications with these utilities. Public Hearing Meeting for Property Tax Rates: City Clerk reported communicating with the Platte County Clerk and the Missouri State Auditor’s Office regarding all the steps needed to accomplish the Tax Levy Rates Public Hearing. A sample notice for the meeting was presented for review. Aldermen discussed determining if any expenses, such as tree trimming, brush pickup, and fire retardant carpet installed at City Hall, can be paid for from the Fire Protection funds. Legal advice will be sought from MML and/or our city’s attorney. Public Hearing regarding the Tax Levy will be Wednesday, August 28 at 6:30 PM at City Hall. A seven day notice is required for this meeting.

City Council Review of 2023-2024 Accounts: City Clerk shared a draft suggested to be used for the Council’s review of all of the accounts for 2023-2024. The Council asked that a column be added for the corresponding budget. This review will take place at the September meeting.

Failing Spire restorations: Walker-Robin reported Spire’s response to the city’s communication on failing restorations from 2022 at the north end of Venetian and Adrian. Spire acknowledged and will address. The discussion went on to the specifics of scope and next steps.

Project Tracker: Walker-Robin offered highlights from the Project Tracker and specifically focused on potential funding avenues for Houston Lake: Block Grants, for which she is continuing to do research. Use Tax, for which she has shared her research with the Council. She offered a brief overview/example about Use Taxes: Houston Lake could collect tax when residents purchase items from Amazon and the truck comes to Houston Lake to deliver. This use tax serves to fund road repairs as well as other essential services. She continued there are currently 53 items on the Project Tracker, some of which have been prioritized ahead of the entire Council’s review. The bridge is acknowledged to be a high priority project which will require additional work, including multiple bids, etc.

Walker-Robin reported attending Sunshine Law training with the City Clerk and provided a recap for the council. New edition Sunshine Law booklets were distributed to council members. It was reiterated that the City Clerk, as Custodian of Records, should be copied on all council communications with the public and with more than two council members for open records purposes. The need to draft and adhere to a documents management policy was emphasized as essential. Retention schedules are available for city officials working on the documents management policy.

Loring thanked Alderman Carey for his service on the Council and appreciated everything he did. She hopes he will continue to work with our community and the Council. There was a discussion as to management of the brush on the dam at the water line, which resulted in a determination that the lake and it’s shoreline are VGHA’s responsibility. Brush pick up will, hopefully, be scheduled for November. Loring asked Mary Head for an update regarding a raise for the Houston Laker delivery person. Mary indicated the VGHA is funding the raise.

Fuglestad reported talking with a resident with a parking on roads issue and expects that situation to go better. The discussion included clearly defining the area of the road, as well as the possibility of paving this last gravel road in Houston Lake. Fuglestad informed the Council her father would be willing to offer a bid for tree removal.

Shepard reported the outside of City Hall had been power washed, the windows cleaned, the HVAC filter changed, removal of bugs in kitchen addressed (new trash can with lid in kitchen has helped), and the electric garage door opener fixed. Downstairs window needs replacing due to hole in glass. South side of City Hall needs to be caulked around windows and doors. New and free chairs were obtained by Walker-Robin for the City Hall porch. The new cushions were cheaply obtained. Shepard will attend the MO City Clerks & Finance Officers Assoc meeting next week – the topic of the meeting is Records Retention.

The Tax Levy meeting will be held on Wednesday, August 28 at 6:30 PM at City Hall and the Working Meeting will follow immediately after the Tax Levy meeting. The next City Council meeting will be Wednesday, September 11 at 6:30 PM at City Hall.

Loring moved to adjourn the meeting. Walker-Robin 2nd. A voice vote resulted in unanimous approval.

The meeting adjourned at 8:15 PM.

Minutes submitted by: City Clerk, Lisa A. Shepard

Approved 09/11/2024