County Collector to Take Over City Taxes

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Minutes Submitted   

  The Shelbina City Council met in regular session on Tuesday, September 12, 2023.

  Special Announcements

   Mayor Al Dimmitt asked if there was any update on the front steps at City Hall. Dennis Klusmeyer stated that B.K Concrete had talked to him about maybe getting it busted up so we can get it poured and completed. His hope is that the work will be done soon.

  New Business

   A discussion was held about a quit-claim deed for a portion of 3rd Street that would be needed for the Shelbina Weekly in order for them to sell their property. Years ago, 3rd Street continued to the railroad tracks and the city abandoned the street to the property owners. This was never recorded. An ordinance was ready to be voted on later in the meeting.

   A motion to allow the Shriners to sit at the four-way stop to collect money for a tootsie roll fundraiser on October 7, 2023, with a rain date of October 14, 2023, was made and approved by the council.

   Shelby County Collector John Chinn presented estimated costs to the city for the county collector to bill and collect the taxes for the city. The Collector will retain for the services at three percent of the total amount of the taxes and fees collected through December 31 each year.

  The compensation will increase to an additional seven percent from all delinquent taxes, fees, interest and penalty charges due when paid after December 31. One percent of all city taxes collected by the county collector will go to the county commission. The city will get a monthly check with the fees already taken out. Chinn will get the information and try to collect the last two years of delinquent taxes that the city has on the books. Chinn had the contract ready for the alderman to look over. The contract is with the city and the commission. The contract is self-renewing.

  Chinn indicated that he would also get the above percentages on any abatements that are added to the taxes as well. He also indicated he would be collecting for the auto stickers as well and that citizens would not physically get a sticker but be billed for the sticker fee. This contract would start for this tax year. The estimated cost to the city would be between $10,451.96 and $14,194.35 depending on the collection percentage. Klusmeyer had a printout showing that it would be a cost savings to the city if you factor in all the cost to the city to prepare and collect their own taxes. A motion was made and approved by the council to enter into a contract with the collector and the commission for preparing and collecting of the city’s taxes.

  City Attorney Jim McConnell had drafted a letter to send to Judge Mike Greenwell, Judge Federick Tucker and court clerk Tammy Snider, indicating the mayor and aldermen’s desire to change the location and operations of the municipal court to be held at the courthouse in Shelbyville and the circuit clerk to perform the duties of the clerk of this division as part of her office. This letter is a formal request to start this transfer as soon as this can be arranged. A motion was made and approved by the council to send the letter.

   A discussion was held on the restructuring of the city office positions and duties. To maintain

better internal control at City Hall, the restructuring would include three people working in the City Hall office, including a Billing Clerk/Collector, a Treasurer, and a City Clerk. This way the flow of the office duties would allow for better checks and balances. It would always allow at least two people in the office with a majority of the time having three people working. After the city hall staff are trained and comfortable with their duties, cross training will start so that any of the three people working would be able to fill in as needed at any of the other positions. This was agreed to by the mayor, the board of aldermen, and the staff at the meeting that they would proceed with the idea that this would take place as described.

   Klusmeyer presented a quote for a new copier for his office. It would come from Golden

Ruler and would cost $5,550 and have a $360/year maintenance fee. A motion was made and approved to purchase the copier.

   Klusmeyer and Magruder gave an update on the Teesnap program that had been voted on at the last meeting to cancel and send back. They found that there is a contract that if they send it back, it would be a breach of their contract and the city will be fined $1,500 a month. So, the training will be completed, and the city will proceed with using the program in the next couple of weeks.

   There was discussion on how best to extend any payment agreements with the citizens whose

delinquencies are rather large. Klusmeyer and Magruder will get numbers and a plan together for the next meeting so they can decide how best to handle them. It was agreed by the mayor and board of aldermen that the agreement Magruder had made with one of the customers would be accepted for now and that if a customer is delinquent for only the current month bill the citizen would be allowed to pay half the bill by the disconnect date and the other remaining half by the last day of the current month.

   The county will be doing a sheriff’s calendar and they wanted to know if the golf course would want to pay for an ad for the calendar. It was decided that the golf course will not participate in the county calendar.

   A citizen wanted to make it known that she had fallen at the pool in the restroom and that she feels like before next year’s opening of the pool that the city could maybe come up with a solution on how the address that issue. Klusmeyer indicated that before the pool opened next year that he would come up with something to help prevent the floor from becoming so slick.

Ordinances and Resolutions

   A motion was made and approved by the council to adopt Bill 23-15, which was read and approved twice by the council, as Ordinance No. 1381, which would vacate a portion of Third Street in the City of Shelbina.

   A motion was made and approved by the council to adopt Bill 23-16, which was read and approved twice by the council, as Ordinance No. 1382, allowing the city to enter into an agreement with Missouri Highways and Transportation Commission for a permanent utility easement.

   A motion was made and approved by the council to adopt Bill 23-17, which was read and approved twice by the council, as Ordinance No. 1383, amending and rescinding ordinance 1270 specifically sections 725.040, 725.060, 725.070, and 725.10 of the general ordinance municipal code.

Department Reports

   Brian Fifer, assistant superintendent reported that the crews have been busy doing job orders, mowing, hauling sludge, and doing locates. They have fixed a water leak at the Lions club. They also need to get word out that soon the city will not have the compost pile at the old city dump.

   Dimmitt did not have much to report on Economic Development. They are trying to get some meetings scheduled.

   McConnell reported that he had been answering phone

calls for court issues. He is trying to follow up with Enbridge. He did go to the tax sale at the courthouse to represent the

City. After arriving there and knowing who was bidding on property, the city no longer had an

interest in purchasing any property at the sale.

   City Marshal reported that he and his officers will be busy with the upcoming events such as Old Threshers and Farmers Day. He was asked to bring his dog Ace out to the school on Friday

mornings and is doing so. He feels like the kids are really enjoying Ace. Brown also thanked the

council members for hiring a fifth full time officer. He also let the council know that Car 3 is having issues with the lights and sirens, and he will have to address that.

   The City Clerk reported that she had been working on multiple issues and trying to organize the office. The consultant, Pat Chrislip, has been on site working with her two different times. They have worked through a lot of payroll issues. The City Clerk has found some issues with payroll tax and Lagers that are getting addressed along with the employee set up in the Gworks program. Chrislip and Magruder have also reconciled the regular checking account up to January 2022. She also asked how they wanted to handle getting money for the tournament this weekend at the Golf Course. The mayor told the clerk to write a check for the payout at the tournament and he would sign it that night.

   Klusmeyer asked the council to think about the city including the lake camping in the ordinance to deny any citizens that have utility delinquencies to be able to camp at the lake.

He asked the council to approve the city to use Midwest Training and Consulting to help update

the city’s plans for SPCC. A motion was made and approved. Klusmeyer asked the council to allow the City Clerk to pay the MPUA bill if it should fall due in between council meetings so that the bills would be on time. A motion was made and approved. He let the council know that the valve in the pump house will need to be worked on and that in order to do so, there will need to be excavation on the back side of the dam. He is working diligently to ensure the integrity of the dam. Klusmeyer said that the bridge at the lake was a little behind schedule but that it will get done this fall. Klusmeyer also stated that Janice was trying to get the Tractor Supply credit card issues worked out but that it has been challenging.

Other News

• The tentative agenda, consent agenda, bills to be paid, and payroll were approved.