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10 FEB 04.docCITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. REGULAR CITY COUNCIL MEETING - CITY HALL - #1 MUNICIPAL DRIVE The City Council of the City of Jacksonville, Arkansas met in Regular Session on February 4, 2010 at the regular meeting place of the Council. Alderman Smith delivered the invocation and Brian Stallard, Nathan Morse, and JyQule Stevenson of Troop 128 led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT NINE (9), ABSENT (1). Alderman Twitty was absent. Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Fire Chief John Vanderhoof, Police Chief Gary Sipes, Assistant Finance Director Cheryl Erkel, Public Works Director Jim Oakley, Human Resource Director Jill Ross, City Engineer Jay Whisker, CDBG Director Theresa Watson, Parks and Recreation Director Kristen Griggs, Mrs. Glenda Fletcher, Mrs. Marie Fletcher, Mrs. Addie Gibson, Mrs. Nola Ferrell, Mr. Ivory Tillman, Mr. Rizzell Aaron, Mr. Jim Moore, Mr. Mike Wilson, Mr. Larry Smith, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of January 21, 2010 for approval and/or correction at the next regularly scheduled City Council meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Smith moved, seconded by Alderman Stroud that the minutes of the Regular City Council Meeting of 7 January 2010 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for January 2010. PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 15 Building Inspections 26 Business License 15 Electrical 28 Plumbing 36 HVACR 20 UNSIGHTLY & UNSANITARY VEHICLES Grass Letters 0 Notice of Noncompliance 10 Property Mowed 0 Towed 2 Trash Letters 33 CONDEMNATIONS Trash Removal 2 Structural Maint. Letter 0 Property Maint. Letters 35 Structural repairs made 0 Cost $ 731.45 Demolitions 0 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. CITATIONS WARRANTS Debris & open storage 0 Arrest 0 Property maintenance 0 Search 0 REGULAR MONTHLY REPORT/ANIMAL CONTROL Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Animal Control Report for January 2010. Said report reflects: ADOPTION/FINES: $2,630.00 CONTRIBUTIONS: $ 10.00 TOTAL: $2,640.00 ROLL CALL: Aldermen: Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: ORDINANCE 1398 (#3-10) AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR THE PURCHASE OF NEW PROTECTIVE SAFETY BOOTS AND AN ADDITIONAL ZOLL ACLS MANUAL DEFIBRILLATOR AND AUTOPULSE SYSTEM, TOGETHER WITH RELATED EQUIPMENT FOR THE JACKSONVILLE FIRE DEPARTMENT; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Chief John Vanderhoof informed the City Council that presently the firefighters are wearing 50’s technology type rubber boots, which have proven to be exerting if worn for a lengthy period. He explained that the new boots are leather and are the state of the art technology. He noted that through this process they have already purchased new helmets, turnouts, air packs, and facemasks, adding that this would complete their protective equipment phase for the firemen. Alderman Elliott moved, seconded by Alderman Smith to place Ordinance 1398 on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1398. Alderman Stroud moved, seconded by Alderman McCleary to APPROVE Ordinance 1398 on FIRST READING and to suspend the rules and place Ordinance 1398 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1398. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. Alderman Stroud moved, seconded by Alderman Ray to APPROVE Ordinance 1398 on SECOND READING and further suspend the rules and place Ordinance 1398 on THIRD AND FINAL READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1398. Alderman Stroud moved, seconded by Alderman Ferrell that Ordinance 1398 be APPROVED AND ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. ORDINANCE APPROVED, ADOPTED, AND NUMBERED 1398 THIS 4th DAY OF FEBRUARY 2010. The emergency clause was dropped from Ordinance 1398. POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: GENERAL: a. RESOLUTION 642 (#4-10) A RESOLUTION AUTHORIZING THE FORMATION OF THE JACKSONVILLE ECONOMIC DEVELOPMENT COUNCIL; APPOINTMENTS OF THE INITIAL CHAIR AND COUNCIL MEMBERS; AND, FOR OTHER PURPOSES. Mayor Fletcher explained that the Economic Development Council would work toward the acquisition of property along the I-440/Wooten Road area. He stated that this area is known to be the location that the State Fair may relocate to, adding that whether the Fair relocates or not, it is felt that it is in the best interest of the City for the Economic Development Council to obtain the property. Alderman Smith moved, seconded by Alderman Sansing to read Resolution 642 (#4-10). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Resolution 642 (#4-10) Alderman Stroud moved, seconded by Alderman Sansing to approve Resolution 642 (#4-10) in its entirety. MOTION CARRIED. b. PRESENTATION: CodeRED by Jill Mason Representative Jill Mason of the Emergency Communications Network CodeRED offered a PowerPoint presentation to the City Council, explaining that CodeRED would be a service that would allow City offices to launch calls dealing with emergency situations that are life threatening or property damaging to citizens. She cited the use of the system regarding missing children alerts. She reviewed the CodeRED weather warning system, explaining that the system is linked to the National Weather Service. She stated that within CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. seconds of a warning being issued, the citizens of Jacksonville would be notified by landline and cell phone. She added that the warning to citizens would “literally” be before the televised or radio alert. She explained the various ways data is captured to build a database. She demonstrated the software and explained how citizens can easily use the enrollment system to sign up and choose the type of weather warning alerts they would want to be notified of. She related that citizens can also receive text and email alerts as well as landline and cell phone regarding weather alerts, reaching thousands of citizens in minutes. She explained that the software offers options for setup jobs that would be involved when any emergency situation is launched. She stated that the software is very sophisticated offering various options of design for the setup. She noted that the system is icon driven, making it very easy and user friendly. She related that messages could be launched by authorized users via telephone or Internet, from anywhere anytime. She stated that contact groups can be established regarding specific jobs for CodeRED. She then demonstrated an emergency contact group call consisting of the City Council members and several Department Heads that were in the audience. She recorded a test message and had it delivered to the target group on their cell phones. Cell phones in the target group rang simultaneously. She related that patented technology is used to ensure messages are delivered in their entirety whether the call is picked up live by a person or an answering device. She added that the identification of caller ID would say “Emergency Notification”. She then explained the mapping technology that can also be used in several ways when messages need to be geographically targeted, depending on the demands of the emergency situation. She stated that calls can also be launched by street, which is often a favorite of public works and utility companies. She then demonstrated the mapping software and the ease of use to design targeted areas. She reviewed the various types of databases and how they can be listed or grouped to establish job priorities. She noted that the databases meet FEMA criteria for reimbursement in situations that are declared a disaster. She noted all the entities in Arkansas that are implementing the system, adding that many cities are replacing their warning sirens with the CodeRED system. She stated that the system also provides statistical information that can be useful in determining the effectiveness of the job launched. She related that five passwords would be assigned and those passwords can be issued as the City determines needs. She recommended, given the size of Jacksonville, a 50,000 annual minute plan would be sufficient; averaging it to be about 100,000 – 30 second calls. She explained that in high stress events it is recommended by psychologist that alerts not be issued that are longer than 30 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. seconds. She stated that CodeRED always offers 2 to 3 times more minutes to ensure community needs. She added that they also have an unlimited plan for emergency calls or the 50,000-minute bank. She stated that an emergency call is considered anything that is life threatening or property damaging. She stated that she would recommend the minute bank, explaining that once the City determines how much the system is used, the plan can be changed at anytime. She cited a situation with Hot Springs who changed their protocol and allowed the Sanitation Department to use the system so they changed their plan. She stated that for an additional $2,500.00 Hot Springs was given another 1,200 minutes. She stated that if a city were to run out of minutes the Company would automatically replenish 10% of the minutes, which is more practical for city budgets. She noted that other companies who outsource can only offer the unlimited plan. She then answered that CodeRED would perform an “all call” informing citizens how to sign up for alerts on the website enrollment page. She noted that the weather alert and the CodeRED numbers would be different numbers. She then explained that two days following completion of the initial database being setup, they will verify numbers to increase the connection rate. She related that data is regularly checked to maintain the integrity of the database and the system. Mayor Fletcher noted the importance of communication regarding efforts to run any city efficiently, adding that the safety issue is very attractive. He related that in speaking with other cities, they have raved about the system. He related an incident with a child that had gotten off a school bus at the wrong stop, adding that this system would have been effective in that and similar situations. He noted other issues such as the school desegregation and the census where the system could be used to benefit Jacksonville. Ms. Mason referred to their website regarding stats that support the number of missing children that have been found quickly through CodeRED. In response to a question from Jim Moore, Mayor Fletcher related that citizen information for the database will be obtained through several methods, adding that there is a computer at the City library that could be used to enroll. Ms. Mason offered that the enrollment page could be printed off the website and offered by the City to have citizens fill out their information and then it could be entered into the database. She related the company would assist with banners, logos, and press releases. Mayor Fletcher noted a circumstance regarding a failed siren alert, explaining that as the City grows it would probably be less expensive to have CodeRED than to purchase and maintain the sirens. He then noted that the sirens are not effective for citizens to hear indoors. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. In response to a request from Alderman Stroud, Ms. Mason stated that the cost of the CodeRED system would be $14,437.00 prorated for this year, but the annual contract would be $15,000.00. She then explained that the second system (weather alert) is given a discount of $7,500.00, making the total annual contract $22,500.00. She reminded the City Council that weather warnings are unlimited with no minute bank. She stated that all technology changes are provided at no costs. She then answered that the system could be operational in a couple of weeks, explaining that the biggest part is the 911 data that would be provided by the City. She stated that the system is all web based so there is no maintenance fees. Alderman Stroud stated that communication and safety is paramount to the City, relating his support if this can be funded. Mayor Fletcher related discussions with Finance Director Paul Mushrush, explaining that this item can be funded through the Contingency Fund. Alderman Ray moved, seconded by Alderman Stroud to suspend the rules and place Ordinance 1399 (#4-10) on the agenda. MOTION CARRIED. ADDITION TO AGENDA: ORDINANCE 1399 (#4-10) AN ORDINANCE WAIVING COMPETITIVE BIDDING OF THE PURCHASE OF CITIZEN EMERGENCY NOTIFICATION SYSTEM SERVICES; FOR VARIOUS TRAINING AND ACCESS FOR KEY CITY REPRESENTATIVES; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Alderman Ray moved, seconded by Alderman Rinker to place Ordinance 1399 on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1399. Alderman Stroud moved, seconded by Alderman Howard to APPROVE Ordinance 1399 on FIRST READING and suspend the rules and place Ordinance 1399 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1399. Alderman Stroud moved, seconded by Alderman Ray to APPROVE Ordinance 1399 on SECOND READING and further suspend the rules and place Ordinance 1399 on THIRD AND FINAL READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1399. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. Alderman Stroud moved, seconded by Alderman Ray that Ordinance 1399 be APPROVED AND ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Ray moved, seconded by Alderman McCleary that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Ferrell, Stroud, and Howard voted AYE. NAY (0). MOTION CARRIED. ORDINANCE APPROVED, ADOPTED, AND NUMBERED 1399 THIS 4th DAY OF FEBRUARY 2010. c. Request to increase petty cash ($200.00) for the Engineering Department Assistant Finance Director Cheryl Erkel explained that the Engineering Department will be purchasing a cash register for use in their Department, which is why the Finance Department is requesting an increase of $200.00 for the Petty Cash Fund. Alderman Smith moved, seconded by Alderman Ray to approve a $200.00 increase in the Petty Cash Fund to be disbursed to the Engineering Department. MOTION CARRIED. ADDITION TO AGENDA: At the request of Mayor Fletcher, Police Chief Gary Sipes explained to the City Council that he had been contacted by the Federal Surplus agency, who related they had six buses that were used by the Forestry Service regarding tours. He related that the buses are in very good shape, offering that a purchase of the buses might be advantageous for the Parks and Recreation Department. He then noted that the buses are handicap accessible with a ramp. Mayor Fletcher noted that he had been working to obtain intercity transportation for the handicapped. He noted that handicap accessible buses would be useful. At Mayor Fletcher’s request, Mr. David Krenn informed the City Council that Delaware North Corporation is planning to bring the Memphis Flea Market to Jacksonville beginning the second week of April on a trial basis. Mayor Fletcher noted that it would be located in the “old Wal-Mart building”. Mr. Krenn noted that the buses would be perfect for this opportunity, explaining that there are only 400 parking spaces at the building. He added that the school stadium parking would additionally be utilized for overflow parking. He stated that an offer for bus service from the CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 4, 2010 7:00 P.M. – 8:25 P.M. City would be considered good will toward the Memphis Flea Market in Jacksonville. He clarified that the Market would be once monthly with two shows in November. He then answered that the Flea Market was previously hosted by Little Rock at the Expo Center. Discussion ensued regarding additional opportunities that would be possible through this venture. Mr. Krenn reiterated that it is being proposed for Jacksonville on a trial basis, with hopes for being permanent in Jacksonville. Mayor Fletcher stated that he feels the buses would pay for themselves very quickly. He noted another circumstance regarding parking at the Wing Ding Festival that could have been helped through the use of shuttle transportation. He noted that the buses would cost $3,000.00 each. Chief Sipes noted that there are trailers that go with the buses for a price of $2,500.00 each. Alderman Elliott moved, seconded by Alderman Stroud to suspend the rules and place purchase of two buses on the agenda. MOTION CARRIED. Alderman Ray moved, seconded by Alderman Smith to purchase two buses at a cost of $3,000.00 each with funds to be taken from the Contingency Fund. MOTION CARRIED. APPOINTMENT(S): ANNOUNCEMENT(S): Mayor Fletcher announced that the Senior Citizen Roast Event will be held February 25th beginning at 6:00 p.m. He then announced that the Annual Joint Planning Meeting will be held February 23rd from 4:00 p.m. to 7:00 p.m. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 8:25 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer