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16 MAY 19 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 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 May 19, 2016 at the regular meeting place of the City Council. Alderman Howard delivered the invocation and Mayor Fletcher led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard answered ROLL CALL. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT NINE (9), ABSENT (1). Aldermen Bolden was absent. Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Human Resource Director Jill Ross, Finance Director Cheryl Erkel, Parks Director Kevin House, Police Chief Kenny Boyd, Fire Chief Alan Laughy, CDBG Director Theresa Watson, IT Director Scott Rothlisberger, Planning Commission Chairman Jim Moore, Planning Commissioner Patrick Thomas, Code Enforcement Officer Charlie Jenkins, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of April 21, 2016 for approval and/or correction at the next regularly scheduled City Council meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Howard moved, seconded by Alderman Ray that the minutes of the regular City Council meeting of 7 April 2016 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTH REPORT/ANIMAL CONTROL Alderman Ray moved, seconded by Alderman Elliott to approve the regular monthly report for April 2016. ADOPTION FEES/FINES $1,780.00 CONTRIBUTIONS 0.00 TOTALS $1,780.00 REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Ray moved, seconded by Alderman Elliott to approve the regular monthly report for April 2016 from the Jacksonville Fire Department, reflecting a fire loss of $66,700.00 and a savings total of $263,300.00. REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Ray moved, seconded by Alderman Elliott to approve the Regular Monthly Report for April 2016 regarding annual crime statistical comparisons. 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. Code Enforcement for April 2016 Assigned Calls 238 Self-Initiated Calls 669 Follow ups 606 Basketball Goals 7 Meetings/Court Hearings 8 Structures Inspected 0 Warnings Issued 26 Rental Properties Inspected 13 Notices/Letters Written 115 Properties Red Tagged 0 Vehicles Tagged 1 Search Warrants Served 0 Vehicles Towed 0 Structures Rehabbed 0 Lots posted 51 Structures Condemned 0 Signs removed 70 Houses Demolished by City 0 Trash cans tagged 0 Houses Demolished by Owner 0 Parking Violations 39 Tickets Issued 1 Grass Letters 133 Grass Mowed 36 REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Ray moved, seconded by Alderman Elliot to approve the regular monthly report for April 2016. PERMITS/LICENSE ISSUED INSPECTIONS PERFORMED Building Permits 6 Building Inspections 24 Business Licenses 14 Electrical 34 Plumbing 36 HVACR 12 ROLL CALL: Aldermen: Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. MOTION CARRIED. WASTEWATER DEPARTMENTS: WATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: GENERAL: ORDINANCE 1552 (#12-2016) AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR PURCHASE OF COMPUTER ENGINEERING, EQUIPMENT, HARDWARE, LICENSING, SOFTWARE, INSTALLATION, AND WARRANTIES FOR THE CITY’S MAIL SERVER MIGRATION AND BACKUP SYSTEM; FOR APPROPRIATE TRAINING AND ACCESS FOR DEPARTMENT REPRESENTATIVES; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Alderman Ray moved, seconded by Alderman Sansing that Ordinance 1552 be placed on FIRST READING. IT Director Scott Rothlisberger related that the City’s mail server is in predictive failure, clarifying that he would estimate 60 to 90 days 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. before it fails. He stated that the server is 8 years old, running a 9 year old mail system. He pointed out that the important facts to consider are age, importance of server, the redundancy, retention and survivor-ability. He stated that it is the most important server because of its use, and recovery would be difficult or impossible if it were to go down. He explained that currently we have 45 days of back-up retention, saying that if we lost the server right now he could not with any confidence guarantee he could get any of the data back. He related that the current back-up system has an end of life as of 2010. He noted that he included an addendum to his original information regarding new lease dates which had expired. He stated that the new lease agreement is st good until August 31including a new quote that was dated today. He explained the various components of the servers and back-up system. He added that he is proposing to take the physical hardware, the mail server and make it virtual, so if any of the hardware is lost the mail server will survive. He stated that they would get a new server (Microsoft Data Protection Manager) with up to 5-years of back-ups as opposed to 45 days. He stated that he would be able to restore mailboxes and files in a matter of seconds. He added that if any of the hardware is lost it could be retrieved in minutes. He stated that the quote, lease agreement, and the ClearPointe engineering fees comes to $88,091.78, adding that in order to keep costs down CDW-G has agreed to a lease agreement that can be paid off early without penalties. He clarified that it will keep cost down and the City will have to pay a monthly payment on the hardware. He added that unfortunately the engineering fees ($26,530.00) to make this happen from ClearPointe will have to be paid up front. He answered that ClearPointe will continue to manage the servers and back-ups; he related that the City pays management fees on all the servers. He added that with this plan the City will have to pay to have one more server managed. He stated that instead of two systems being on one server they will now have two servers so that will raise the management fees. He related that ClearPointe has agreed not to increase the management fees this year, however in 2017 it will go up if the City chooses to have ClearPointe manage the back-up system. In response to a question from Alderman McCleary, Director Scott Rothlisberger answered that the transfer would be seamless. He explained that the City is running in a Microsoft hyper-VM environment so if we lose the hardware that the VM’s are parked on, they will roll over within half a second. He then related that it would most likely take one weekend to move the old mailboxes over to the new server, adding that a time would have to be scheduled. Mayor Fletcher clarified with Director Scott Rothlisberger that the correct amount for waiving competitive bidding would be $88,091.78. City Attorney Bamburg noted that the amount in Ordinance 1552 is $149,201.41, which is the total of all figures provided to him. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. Alderman Traylor questioned if the reason the amount is less is because we are doing the lease option purchase regarding the HP part. City Attorney Bamburg advised that the Ordinance amount should be changed to state the new quoted amount of $88,091.78. Alderman Traylor questioned if it is a lease purchase, does that verbiage need to be included in the Ordinance as well. City Attorney Bamburg stated that it is in there, saying that it is one of the attachments; the hp document shows it as a lease with no prepayment penalty. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1552. Alderman Ray moved, seconded by Alderman Sansing to APPROVE Ordinance 1552 on FIRST READING and suspend the rules and place Ordinance 1552 on SECOND READING. Alderman Traylor moved, seconded by Alderman McCleary to AMEND Ordinance 1552 by changing the stated amount of $149,241.00 to $88,091.78 for all costs associated with lease to purchase and acquisition of appropriate computer engineering, equipment, hardware, licensing, software, support, training, and warranties. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. ROLL CALL to approve First Reading and suspend the rules and place Ordinance 1522 on Second Reading as AMENDED: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1552. Alderman Ray moved, seconded by Alderman McCleary to further suspend the rules and place Ordinance 1552 on THIRD and FINAL READING as AMENDED. In response to a question from Alderman Traylor, Director Scott Rothlisberger answered that there are 317 active mailboxes, adding that with purchase of the mail software they will get 25 licenses. Director Scott Rothlisberger then confirmed with Alderman Traylor that all the mailboxes are needed. He then stated that licenses for the 300 mailboxes are significant, so he researched alternatives and the alternatives were not any better. ROLL CALL: Alderman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1552. 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. Alderman Ray moved, seconded by Alderman McCleary that Ordinance 1552 be APPROVED and ADOPTED. ROLL CALL: Alderman Elliott, Bolden, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Ray moved, seconded by Alderman Sansing that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Alderman Elliott, Bolden, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Howard voted AYE. NAY (0). MOTION CARRIED. th ORDINANCE 1552 (#12-2016) APPROVED AND ADOPTED THIS 19 DAY OF MAY, 2016 b. Request to set Public Hearing regarding street name change from Commerce Drive to Sig Sauer Mayor Fletcher pulled the item from the agenda pending further information. Addition to Agenda: Promotion/recruitment video for the Jacksonville Fire Department Chief Laughy noted that the approximately 6 minute video was filmed by Civil Service Commissioner Mark Evans for promotion of the Fire Department. The City Council viewed the video and it was noted that the video has also been uploaded to the City website. Mayor Fletcher stated that the City of Jacksonville is blessed to have someone in the community of Mark Evans’ caliber and talent. He expressed his appreciation. He noted that Lynette Culpepper’s young son, Keegan who is dreaming of being a fireman when he grows up, was featured in the video. APPOINTMENTS: BOARD OF ADJUSTMENT Alderman Traylor moved, seconded by Alderman Ray to approve the reappointment of Art Brannen for a term to expire 2/05/2019. MOTION CARRIED. CIVIL SERVICE Alderman Sansing moved, seconded by Alderman Ray to approve the reappointment of Lauren Fowler for a term to expire 4/01/2022. MOTION CARRIED. ANNOUNCMENTS: Mayor Fletcher announced that City offices will be closed th Monday, May 30 in observance of Memorial Day and sanitation routes will run one day late. He then announced singer Brad Mount will be appearing at Westside Baptist st Church at 417 Dupree Drive, May 21 starting at 7:00 p.m. 5 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. Alderman Elliott announced that the major fundraiser for the Jacksonville th Boys and Girls Club will be held May 26 at the Community Center beginning at 6:00 p.m.; speaker will be Steve “Wildman” Wilson. He related that tickets are $50.00 per person. He encouraged everyone to attend, noting the importance of this fundraiser for the Club. Director of Administration Jim Durham introduced an item of business regarding a new phone system for the Jacksonville Fire Department. He stated that the City Council would need to offer some direction because of the amount involved. Alderman Elliott moved, seconded by Alderman Sansing to suspend the rules and place the item of a new phone system for the Jacksonville Fire Department on the agenda. MOTION CARRIED. FIRE DEPARTMENT: New phone system Director Scott Rothlisberger noted that he included information in the agenda packets regarding quotes from Ritter Communications. He related that the monthly payment to CenturyLink is approximately $1,068.00, adding that Ritter Communications is willing to put in a new phone system at the Central Fire Station and waive the installation costs. He stated that the system would have 100Mbps Internet for $839.00 monthly. He stated that CenturyLink had a quote of approximately $17,000.00 just to install the equipment and Ritter Communications is waving the installation fee. Director Durham stated that it is not the monthly amount that needs to be brought before City Council, it is the aggregate amount. The aggregate amount that it will cost the City annually is above what can be approved administratively. He stated that the City Council would need to approve the change, explaining that the monthly amount of $839.00 is not necessary to be approved but the overall 60 month contract for equipment would need to be approved. Mayor Fletcher stated that there is not a waiving competitive bidding ordinance to offer the City Council to take action at this time. Discussion ensued regarding issues with the current system and the urgency of moving forward with this item of business. Mayor Fletcher noted that it is hard to tell when something is going to wear out, recognizing that the Fire Station is being remodeled, which makes this an unfortunate time for this to come about. Alderman Traylor noted that Ritter is still laying lines around Jacksonville, questioning if they are ready to do this project. Director Durham assured Alderman Traylor that Ritter is ready and able to handle the project. He reiterated that it is not the monthly amount but the 60 month contract that the City Council will need to approve. 6 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MAY 19, 2016 7:00 P.M. – 7:30 P.M. Mayor Fletcher stated that the ordinance waiving competitive bidding will be brought back at the next regularly scheduled City Council meeting of June 2, 2016. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:30 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 7