16 OCT 06
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2016
7:00 P.M. – 7:19 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 October 6, 2016 at the regular meeting place of the City
Council. Alderman Bolden delivered the invocation and Mayor Fletcher led
a standing audience in the “Pledge of Allegiance” to the flag.
ROLL CALL: Aldermen: Elliott, Bolden, McCleary, Sansing, Traylor, Twitty,
Smith, and Howard answered ROLL CALL. Mayor Fletcher also answered ROLL
CALL declaring a quorum. Alderman McCleary arrived at approximately 7:01
p.m. PRESENT NINE (9), ABSENT (1). Alderman Smith was absent.
Others present for the meeting were: City Attorney Robert Bamburg, Human
Resource Director Jill Ross, Fire Chief Alan Laughy, Police Chief Kenny
Boyd, IT Director Scott Rothlisberger, Public Works Director Jim Oakley,
911 Director Tabby Hughes, Code Enforcement Officer Charlie Jenkins,
Alderman Elect Les Collins, Johnny Simpson, interested citizens, and
members of the press.
PRESENTATION OF MINUTES:
Mayor Fletcher presented the minutes of the regular City Council meeting
of September 15, 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 1 September 2016 be APPROVED. MOTION
CARRIED.
CONSENT AGENDA:
WASTEWATER DEPARTMENTS:
WATER DEPARTMENT:
FIRE DEPARTMENT:
POLICE DEPARTMENT:
STREET DEPARTMENT:
SANITATION DEPARTMENT:
PARKS & RECREATION:
PLANNING COMMISSION:
GENERAL: a. ORDINANCE 1558 (#18-2016)
AN ORDINANCE AUTHORIZING A LEASE/PURCHASE AGREEMENT FOR UPGRADES TO THE
EQUIPMENT AND SOFTWARE FOR THE 911 COMMUNICATION SYSTEM THROUGH A SHORT
TERM PROMISSORY NOTE WITH SECURITY PLEDGE; PROVIDING FOR PAYMENT OF THE
PRINCIPAL OF AND INTEREST ON THE NOTE; DECLARING AN EMERGENCY; AND
PRESCRIBING OTHER MATTERS RELATING THERETO.
911 Director Tabby Hughes informed the City Council that this is the 911
upgrade that is performed with AT&T every five years. She noted two
differences regarding the upgrade being presented, explaining that a
recorder was added to this upgrade. She then further explained that the
1
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2016
7:00 P.M. – 7:19 P.M.
present recorder is over seven years old and has needed replacing for the
last few years. She pointed out that a quote for the recorder came in at
$43,459.15, while AT&T quoted $37,812.00 in the contract, a savings of
$5,647.15. She stated that the City has opted to finance the upgrade
over five years. She added that the current yearly maintenance contract
for the recorder is $9,917.00 but with the new AT&T contract the recorder
maintenance will be included in the 5-year financing plan. She
emphasized that they would no longer have the extra $9,917.00 in annual
recorder maintenance costs. She noted that on the quote from AT&T, the
monthly maintenance costs of $3,850.00 is not a new maintenance cost,
explaining that they already pay monthly maintenance costs but it is
reimbursed every year by the Arkansas ETS Board. She then answered that
the reimbursement is for the entire maintenance amount and will continue.
She then related that it is possible to receive more than the current
$3,950.00 monthly amount, explaining that the amount is based on the
number of wireless 911 calls that come into the Center. She stated that
currently the wireless calls have been around 85% of the total number of
calls. She then explained that this year they made a change to the 911
lines, saying that up until February of this year they only had two
wireless 911 lines and four land lines, noting that this has now been
changed to having four wireless 911 lines and two land lines. She related
that now they will get credit for more 911 calls, saying that hopefully
that will double the amount of reimbursement. She explained that the
reimbursement is yearly and she provides the paperwork in April for the
reimbursement. She then noted that Finance Director Cheryl Erkel has
stated that the yearly installment would be calculated into the 2017
budget and then the four remaining years.
In response to a question from Alderman Traylor, Director Hughes related
that the contract is always done as a lease on an every five year basis.
She explained that they will get all new 911 equipment, computers,
hardware, phones, and the new recorder. She then added that it would
also include the maintenance for five years on the 911 equipment and the
recorder. She stated that once the contract is signed they will go ahead
and install the new recorder, citing that the current recorder is barely
hanging on. She then noted that they have agreed not to charge for the
extra months of maintenance. She explained that the current recorder is
over seven years old and they have not been able to get a maintenance
contract on it for the last two years. The hourly rate for maintenance
is $250.00, noting that the hard drive had to be replaced once this year
and once last year. She stated that the recorder will record all the 911
phones, admin lines, the Police Department’s admin phones, and all the
radio traffic for the Police and Fire Departments.
In response to a question from Alderman McCleary, Director Hughes
explained that the City receives a monthly payment for the 911 calls from
the ETS Board so the monthly maintenance costs are taken out of that
money upfront and then the remainder is given to the City. She then added
that they still get a reimbursement at the end of the year for the
$3,850.00 monthly amount in April when they complete the certification.
2
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2016
7:00 P.M. – 7:19 P.M.
In response to a comment from Alderman Traylor, Director Hughes explained
that the reason for waiving competitive bidding is because AT&T is the
company they have been with, explaining that the only other company is
CenturyLink and they are not able to monitor the 911 trunks 24 hours
daily as AT&T can. She then noted that if they call AT&T with an issue
they will have someone on site within an hour.
City Attorney Bamburg noted that AT&T currently has approximately 90% of
the 911 systems in the State, adding that they do not have any
competition.
Alderman Traylor noted that the quote is $572,996.00; and the Ordinance
quotes $626,743.20 which is not 0.01823% interest.
City Attorney Bamburg clarified that part of the difference is the small
amount of interest that AT&T is assessing, and the other part is the
maintenance contract that the City will not have to pay because we are
receiving reimbursement, but because of the way that waiving competitive
bidding laws provide, we have to cover the maximum that will be spent
under this line item. He went on to say that from what Finance Director
Erkel and Director Hughes explained to him; we will not spend up to that
amount but we have to account for it through this process so that if we
end up paying and then reimbursed the total maximum does not exceed that
amount.
Alderman Traylor confirmed that the monthly amount of $10,445.72 would
still be paid monthly for 60 months.
Director Hughes related that the City would get reimbursed from the ETS
Board.
Alderman Traylor stated that it comes out to be around 3.5% interest.
City Attorney Bamburg confirmed that 0.01823% is what was in the
contract.
Alderman Elliott moved, seconded by Alderman Bolden that Ordinance 1558
be placed on FIRST READING. ROLL CALL: Alderman Elliott, Bolden,
McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, and Howard voted AYE.
NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading
of Ordinance 1558.
Alderman Bolden moved, seconded by Alderman Twitty to APPROVE Ordinance
1558 on FIRST READING and suspend the rules and place Ordinance 1558 on
SECOND READING. ROLL CALL: Alderman Elliott, Bolden, McCleary, Sansing,
Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0). MOTION
CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance
1558.
3
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2016
7:00 P.M. – 7:19 P.M.
Alderman Ray moved, seconded by Alderman Bolden to further suspend the
rules and place Ordinance 1558 on THIRD AND FINAL READING.
City Attorney Bamburg confirmed for Alderman Traylor that the wording of
“useful life of more than One (1) year” is the correct verbiage even
though it is a five-year lease.
ROLL CALL: Alderman Elliott, Bolden, McCleary, Sansing, Ray, Mashburn,
Traylor, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon
City Attorney Bamburg read the heading of Ordinance 1558.
Alderman Ray moved, seconded by Alderman McCleary that Ordinance 1558 be
APPROVED AND ADOPTED. ROLL CALL: Alderman Elliott, Bolden, McCleary,
Sansing, Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0).
MOTION CARRIED.
Alderman Ray moved, seconded by Alderman Bolden that the EMERGENCY CLAUSE
be approved and adopted. ROLL CALL: Alderman Elliott, Bolden, McCleary,
Sansing, Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0).
MOTION CARRIED.
th
ORDINANCE 1558 (#19-2016) APPROVED AND ADOPTED THIS 6 DAY OF OCTOBER,
2016.
b. ORDINANCE 1559 (#19-2016)
AN ORDINANCE FOR THE PURPOSE OF LEVYING ONE (1) MILL, ONE (1) MILL, AND
ONE (1) MILL AGAINST ALL PERSONAL PROPERTY WITHIN THE CORPORATE LIMITS OF
THE CITY OF JACKSONVILLE, ARKANSAS; FOR THE PURPOSE OF LEVYING ONE (1)
MILL, ONE (1) MILL, AND ONE (1) MILL AGAINST ALL REAL PROPERTY WITHIN THE
CORPORATE LIMITS OF THE CITY OF JACKSONVILLE, ARKANSAS; FOR THE PURPOSE
OF EFFECTING CERTIFICATION TO THE COUNTY CLERK OF PULASKI COUNTY OF THE
TAX LEVIED; AND, FOR OTHER PURPOSES.
Alderman Bolden moved, seconded by Alderman Ray that Ordinance 1559 be
placed on FIRST READING. ROLL CALL: Alderman Elliott, Bolden, McCleary,
Sansing, Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0).
MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of
Ordinance 1559.
Alderman Ray moved, seconded by Alderman Elliott to APPROVE Ordinance
1559 on FIRST READING and suspend the rules and place Ordinance 1559 on
SECOND READING. ROLL CALL: Alderman Elliott, Bolden, McCleary, Sansing,
Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0). MOTION
CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance
1559.
Alderman Ray moved, seconded by Alderman Sansing to further suspend the
rules and place Ordinance 1559 on THIRD AND FINAL READING. ROLL CALL:
Alderman Elliott, Bolden, McCleary, Sansing, Ray, Mashburn, Traylor,
4
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
OCTOBER 6, 2016
7:00 P.M. – 7:19 P.M.
Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City
Attorney Bamburg read the heading of Ordinance 1559.
Alderman Bolden moved, seconded by Alderman Ray that Ordinance 1559 be
APPROVED AND ADOPTED. ROLL CALL: Alderman Elliott, Bolden, McCleary,
Sansing, Ray, Mashburn, Traylor, Twitty, and Howard voted AYE. NAY (0).
MOTION CARRIED.
th
ORDINANCE 1559 (#20-2016) APPROVED AND ADOPTED THIS 6 DAY OF OCTOBER,
2016.
APPOINTMENTS:
ANNOUNCMENTS:
th
Registration for Municipal League Winter’s Conference January 11
th
through the 13 has begun.
Jacksonville Senior Wellness & Activity Center Annual “Beans and
th
Cornbread” Fundraiser will be held October 19 from 11:00 a.m. to 1:00
p.m.
Jacksonville Police Department will be participating in the National
Coffee with a Cop tomorrow morning 6:30 a.m. to 7:30 a.m. the Public
Safety Building’s FEMA room.
ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at
approximately 7:19 p.m. MOTION CARRIED.
Respectfully,
________________________ _________________________
Susan L. Davitt MAYOR GARY FLETCHER
City Clerk-Treasurer
5