2:00 P.M. - March 4, 1998

Present: Acting Mayor Herman Davis
Alderman Oren Alcorn
Alderman Delmar Guthery
Alderman Don Davidson
Marilyn Alms, City Clerk

Guests: Leon Harris; Nancy Davidson; Gene Smith; Scott Fleetwood; Wally Jessen; John Sutton; Howard Pettit; Ric Buchanan

The City of Ava invited Gene Swanson, City Administrator from Cabool, MO, to meet with them to discuss the City Administrator's role in municipal government. Mr. Swanson has served in various capacities in municipal government over the past 25 years as Mayor, Planner & Director of SCOCOG, Economic Development Director at Willow Springs, and now as City Administrator at Cabool, MO.

In 1980, when regional economic development plan was devised, Ava was identified as secondary growth center. At this time, the primary growth center is in West Plains area, with most economic activity.

Ava, being only municipal government in Douglas County, is in unique situation. In 1980, Ava had $32,000,000 sales base.

Mr. Swanson mentioned the Fox Trotter facility being a large event in our region, as well as our community. His opinion is that we need to be as self-sufficient as we can be. He mentioned the comprehensive plan as a very important document for cities - needs to be done by urban & regional planner, rather than civil engineer. A comprehensive plan is for the general public - it is a roadmap to their future.

City Council's responsibility is to keep that plan in "sync" and guide the communities progress. City Council's are part-time, in our case, dealing with over a million dollar budget. This is where a professional staff can be valuable.

Land use is one of emerging issues in our region. City of Willow Springs has a land use & planning office. To grow, there needs to be a combination of City Council, who have vision and want to progress; and, Planning & Zoning to set out goals and objectives of a City. Need to make sure Comprehensive Plan is really tailored for your community.

City of Cabool has Public Works Director who deals with set-backs and yard requirements for building permits. There is an established procedure for sub-division plans. Land use is very critical. Must look at land use - is this good for City of Ava - will this enhance our community? Need someone to work with developers on rights-of-way, easements, location of utilities, drainage, etc.

Cabool has adopted BOCA code - takes a responsible person to see that codes are enforced. Cabool retains an engineer on two-hour increments at $325 per month. If he works over his four hours per month, the work is at his hourly rate. Their Public Works Director was filling in as City Engineer, but this let to problems, as he was not a P.E.

For our community to take a step up to next level of municipal management, City would need to hire a professional to manage the business of the City. A City Administrator must have an innate sense of community - without this, you can get the job done, but is this what you want? Administrator needs strong interpersonal skills to deal with personnel and people.

Mr. Swanson said he would recommend that Ava is ready for City Administrator. He would recommend the person chosen have a background in community development who understands concepts & precepts. These are intangible things to look for in an administrator. Could this person settle in a rural community and be happy?

City Administrator to carry out policy of City Council - City Administrator has to be a "generalist" - might have degrees in planning, but they minister to a general mix in the community, and need to be familiar with the issues. City Council should want a team player, but not a "yes man".

Structural change is coming to Ozarks and we need professional & semi-professional people n our staff. All the signs are here. We truly are blessed with our water and air - but on the other side we'll have development. We need procedures & safeguards put into place to save our resources. We need to plan and have a sound working relationship between professional and City Council.

City Administrator can write grants, but not administrate the funds. Administrator can be paid out of grant money received. Need to match about 30% when applying for grant monies - they look more favorably towards communities that are willing to put their own money into the community - not expect big brother to take care of all your needs.

Price of City Administrator - Bachelor's degree, out of school, 1-3 years experience - $24,000 to $26,000 salary range. 5-7 years experience - high $20,000 to $30,000 range.

Gene makes $40,000 at Cabool as Administrator. City is in an industry - employees are a public - investment of public funds.

It is necessary to pay good money to keep good people. Comprehensive Plan will tell general public where the public funds are going, or are planned for.

Community should have an economic development person.

Cabool gets $76,000 to $78,000 per year in property taxes - he's talked to Council about the trade-offs - 1/2 cent capital improvement - sales tax is easier to pay incrementally through the year, rather than property tax at end of the year.

City Administrator can "make" enough money for the City, not to be only a liability. Our City is at a cross-roads. We need to make sure our decisions are what's best for the community. Vision should come from Comprehensive Plan.

Gene suggests a General Superintendent over utilities. A Public Works Director needs to be an engineer. General Superintendent to have direct responsibility for electric/water/sewer, and answers directly to City Administrator.

Need to develop clear lines of authority. Administrator provides primarily management.