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17 Dec 28 Special CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 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 December 28, 2017 at the regular meeting place of the City Council. Councilman Ray delivered the invocation and Mayor Fletcher led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: City Councilman: Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Collins answered ROLL CALL. Mayor Fletcher also answered ROLL CALL declaring a quorum. Councilmen Bolden was absent. PRESENT NINE (9) ABSENT ONE (1). Others present for the meeting were: Finance Director Cheryl Erkel, Fire Chief Alan Laughy, Professional Administrative Consultant Geoffrey Herweg, City Engineer Jay Whisker, Parks and Recreation Director Kevin House, IT Director Scott Rothlisberger, Jeannie Herweg, Planning Commission Chairman Jim Moore, Glenda Fletcher, Bob and Lori Johnson, Officer Kimberly Lett, Lida Feller, Nikki Wilmoth, Jeff Twitty, Keith Weber, Aaron Rizelle, interested citizens, and members of the press. PRESENTATION OF MINUTES: APPROVAL AND/OR CORRECTION OF MINUTES: CONSENT AGENDA: WATER DEPARTMENT: WASTEWATER DEPARTMENTS: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: GENERAL: ORDINANCE 1578 (#14-2017) AN ORDINANCE ADOPTING A FISCAL BUDGET FOR 2018; MAKING APPROPRIATIONS AND AUTHORIZING EXPENDITURES FOR OPERATION OF VARIOUS DEPARTMENTS OF CITY GOVERNMENT; FOR THE PURCHASE OF MATERIALS, SUPPLIES, EQUIPMENT, AND SERVICES COVERING GENERAL FUND OPERATIONS, STREET FUND, EMERGENCY MEDICAL SERVICES FUND, SHOOTING RANGE FUND, AND SANITATION FUND; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Councilman Ray moved, seconded by Councilman Sansing to place Ordinance 1578 on THIRD and FINAL READING. Finance Director Cheryl Erkel stated that this is still the same budget that was presented at the previous meeting and she did not make any changes. She noted a handout that listed the cuts that were already made to the budget. She referred to a section for personnel cuts and their Departments, also noting that she did reduce the cell phone expense and is continuing to review, saying that some people on the list are no longer employees but phones have been assigned to other employees. She pointed out other cuts listed by Department and the monetary amount. 1 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. Councilman Mashburn confirmed with Finance Director Cheryl Erkel that the average annual Councilman salary is approximately $7,000.00; suggesting that if everyone took a cut for one year that would be approximately $70,000.00. Finance Director Cheryl Erkel stated that it would actually be more because it is not just the salary, it would include FICA and other withholds. Councilman Mashburn offered that this would help the budget. Councilman Traylor questioned if the Splash Zone could be set up as an enterprise fund such as the shooting range. Finance Director Cheryl Erkel stated that it could be done if that is directed by the City Council. She then answered Councilman Traylor that the auditor had recommended that the shooting range be done as an enterprise fund but had never suggested the Splash Zone. She went on to say because it is a seasonal activity; it is not open year round, so you would have an enterprise fund that is actually only in operation just for a few months out of the year. She added that it could be done if that is directed by the City Council. Councilman Traylor explained that currently the aquatics part of the Parks and Recreation budget has some Splash Zone costs which are blended with other aquatics. Finance Director Cheryl Erkel agreed that it is blended, but added that she felt sure that Diane Novotny has detailed records separated regarding the actual costs for the Community Center and the Splash Zone. Councilman Traylor offered that it might be a consideration for the future. He then referred to the previously discussed $200,000 transfer that was taken out of the shooting range but now the shooting range budget that is being proposed for adoption is short $140,000; how will bills of $140,000 more be paid if expenses are not cut. Finance Director Cheryl Erkel stated that it would come out of Fund Balance, adding that they would probably end up having to go to the A&P Commission and request funding. Parks and Recreation Director Kevin House pointed out that $90,000 of the $140,000 is the depreciation that is not going to be spent. Councilman Traylor addressed Parks and Recreation Director Kevin House referring to an email he had sent out, saying he is just getting some help to understand what makes up the budget. He recited that the email stated that the revenues from athletics is $269,000. Parks and Recreation Director Kevin House stated that amount includes the $106,000 from the A&P Commission. 2 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. Discussion ensued as to it being classified as revenue. Councilman Traylor noted that the various line items of 4332, and 4340, adding that he is not able to see any other revenues associated with athletics. Parks and Recreation Director Kevin House then noted that approximately $125,000 comes from concessions. Councilman Traylor asked if that was strictly concessions from the athletic programs. He noted that it was mentioned that the total revenues of the Parks is $491,000; which is Martin Street at $12,158, Athletic $269,000, and Aquatics $210,000 that is $410,000. He stated that including the Splash Zone revenues he can only come up with $279,000. Parks and Recreation Director Kevin House stated including lot maintenance revenue. Councilman Traylor stated that is why he is asking because he is trying to discern where the revenues are coming from regarding his email. He noted that including the $19,000 for lot maintenance it brings the total to almost $300,000. Councilman Traylor then noted that the email had stated that the revenues were from Martin Street, Athletics, and Aquatics. He stated that the lot maintenance would not be in any of those. Parks and Recreation Director Kevin House apologized, saying the Center facility rental that is Martin Street, line item 4339. Councilman Traylor noted that is $11,000. Parks and Recreation Director Kevin House stated that it should actually be increased to $12,158 adding that he thought that had been done. Councilman Elliott noted that the Center facility rental is $90,000. Councilman Traylor pointed out that it is the Community Center not Martin Street. Parks and Recreation Director Kevin House Center concurred that facility rental is the Community Center. He then included player spectator fees, adding that he included concessions. Councilman Traylor noted that Splash zone concession fees, general concessions, and player spectator fees came up to $280,000. Parks and Recreation Director Kevin House noted the $106,000 from A&P Commission to be included. He added that those funds are specifically earmarked for athletic programs. 3 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. Finance Director Cheryl Erkel responded to a question from Councilman Traylor, saying that the $106,000 is listed under line item 4337 for special events. She then corrected herself saying that it is listed in the Advertising & Promotions contributions line item 4450. Councilman Traylor remarked that last year $215,000 was budgeted in that line item and with the additional $106,000; it is actually being cut by $50,000. Finance Director Cheryl Erkel explained that last year, A&P gave them a large amount to help toward the Shooting Range, citing that it was approximately $165,000. Councilman Sansing asked how many children are serviced by the Martin Street Center. Parks and Recreation Director Kevin House stated that they are averaging approximately 100 children after school, adding that they have had as many as 120 that was a record. Councilman Sansing stated that it needs to be understood that we are talking about kids; not just dollars and cents. He questioned how many attended the Splash Zone last summer. Parks and Recreation Director Kevin House stated that on pretty days they were at capacity, which is 343. Councilman Sansing stated we are talking about putting kids on the street; that would otherwise have something to do in the summer and after school. Councilman Traylor clarified that he had questions regarding the numbers in Director House’s email; he is not proposing further cuts. He stated that he tried to propose cuts and it was not accepted. He emphatically stated that he does not want Martin Street to close. He stated that if someone emails him numbers depicting this is how much money we are bringing in; he needs to know that the numbers are right and where to go to find them. He added that he does not want anything for the kids to be cut. He returned to Parks and Recreation Director Kevin House and asked where the numbers came from, pointing out that the numbers are not in the budget document regarding the revenue figures in the email. Parks and Recreation Director Kevin House stated that the numbers for Splash Zone – he took total, what they estimated taking in, adding that some of that on Splash, the aquatics numbers on those is including our swim lessons, which will go into Center Pass. He stated that he believes a lot of it goes into Center Pass revenues. He added that swim lessons and pool parties at the Center, because both of those budgets - Splash and the Center pool are together. He stated that he took those numbers and we are averaging 90 kids, clarifying that 90 kids are signed up to start next, pointing out that Diane 4 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. actually keeps spread sheets of how many per month. He stated that he does not have that information with him tonight because it was too much to prepare. Mr. Ivory Tillman requested that Director House speak into the microphone, he is having a hard time deciphering what he is saying. Parks and Recreation Director Kevin House stated that regarding aquatics revenues was Splash Zone revenues plus what is taken in for swim lessons and pool parties at the Center. He stated that for athletics he included the $106,000 in those figures that City Council received, adding that Martin Street was taken straight out of the budget. Councilman Traylor quoted that the email talked about the cuts to Parks and Recreation since 2011, which was $360,576. He added that while he was not able to find the 2011 budget he went back and got the actuals, pointing out that in 2011 Parks and Recreation was $2,333,000 and this year it is $2,530,000. He stated that he is not trying to make cuts but if it is going to be put in an email and sent to the City Council… Parks and Recreation Director Kevin House interjected that if Councilman Traylor wants to come to his office, he will pull the 2011 budget and they can chat. Councilman Traylor pointed out that he presented “actuals”; which is the problem that we have, we keep budgeting and we need to be budgeting closer to what actuals are. He stated that there has only been one time since 2010 that we spent more than we are budgeting. He added that his hope is that while it has been budgeted; we do not spend it. Parks and Recreation Director Kevin House reiterated his invitation for Councilman Traylor to visit his office. Councilman Collins stated that he would like to make sure he understands what the Reserves are for; and the reason we have 60-days of Reserves. He proposed that if our revenue streams are cut off, we are suppose to have money in the bank for 60-days to make sure that all City employees can still work and be paid. Finance Director Cheryl Erkel clarified that the Reserve is to help, if the City has a catastrophe and everything is shutdown; we need to have enough Reserves to maintain until we can get assistance from the State and Federal. She continued saying that “we shoot” for the 60-days in Reserves; however, there are lots of cities that do not have any Reserves what-so-ever and they struggle a whole lot more than what we are. She added that with our 15-days, we at least know that we can still kind of get the essential things done and maintain until we can get that additional help. 5 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. He confirmed with Finance Director Cheryl Erkel that with this budget if we experienced a catastrophe we would have services for 22 days or slightly more. Finance Director Cheryl Erkel stated that it could be more because if something that big happened, the City is not going to be having all of the Parks and Recreation stuff going on; we won’t be having all of the engineering services going on. What we will be having going on is just to maintain and to get things back up and running and operational, so we won’t be doing everything that we normally do on a day-to-day basis, only the essential stuff. And, so therefore, we will only have essential expenditures. Councilman Collins added that we would have a lot of emergency services people pulling a lot of overtime that will more than make up for that portion of the funds that will then not be available for anything else. Finance Director Cheryl Erkel stated that is the reason we are still trying to increase those Reserves, so we are on the right path, and as long as we keep going on that right path. Councilman Collins stated that in his opinion, Parks and Recreation’s first mission is to make sure that they maintain the facilities we have and following that we are working on operational items that could be handled by churches, or volunteer organizations. He related that anytime a governmental entity steps into something and takes it over; the people start walking away from it because the City has got it, and it is very hard to ever give that up from the City. He cautioned that we really need to worry about ever adding another operational activity to the City budget because once it is there; it is very hard to get rid of. He pointed out that the after school programs are a great opportunity for churches to proselytize at those facilities by providing volunteers. He went on to say, I hear a lot about churches having declining enrollment and that would get the City out of something and put money back in places where the City really needs to be working. He added that he would do his best to have some people in on those operational projects, asking everyone else to commit to doing the same. He stated that the City needs to stay on our side of the business and get others working in areas that they should be more efficient. Mayor Fletcher stated that debate should not end after the vote tonight on the Council agenda; it needs to carry out throughout our whole year, adding that he agrees. ROLL CALL on THIRD and FINAL READING: Councilman Elliott, McCleary, Sansing, Ray, Mashburn, and Collins voted AYE. Councilman Traylor, Twitty, Smith voted NAY. MOTION CARRIED. Councilman Ray moved, seconded by Councilman Sansing to attach the EMERGENCY CLAUSE to Ordinance 1578. 6 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. Mayor Fletcher stated that the budget has passed and before roll call he would like to ask if the City Council is going to vote for the emergency clause so the City can operate in a seamless way, so that we cannot tell any stst difference between December 31 to January 1 or do you want to wait till th January 28 for this Ordinance to take effect. He went on to say that this would be a disservice to the City and to the Finance Department, let’s just go ahead and make it effective immediately whether you voted for it or not. Councilman Ray stated that he is Chairman of the A&P Commission, relating that 50% of all the A&P Commission funds coming through the City go to Parks and Recreation. He stated that they had $600,000 in request for A&P funds to go not only to Parks and Recreation but to move the City of Jacksonville; the FestiVille, the Christmas Parade, the sports programs, the Big Bang on the Range. He stated that the Commission has $602,000 going toward those programs in the City; the City will keep going at the same rate, because the A&P Commission is looking for the revenues to be at 1 million dollars in 2018. He stated that all that money will go into promoting the City of Jacksonville. Councilman Traylor addressed Parks and Recreation Director Kevin House noting that in the email he had mentioned that the FestiVille and Bang on the Range, asking if that is monies that he is not counting on because it is coming from the A&P Commission. Parks and Recreation Director Kevin House assured Councilman Traylor that those funds are listed in the budget. At this time Deputy City Clerk Rhea read the heading of Ordinance 1579. Councilman Ray moved, seconded by Councilman McCleary to approve the THIRD and FINAL READING. Councilman Traylor asked for clarification regarding the motion. Mayor Fletcher stated that this is the third reading. Councilman Elliott stated that the third reading was passed. Mayor Fletcher clarified that it was not read. ROLL CALL: Councilman Elliott, McCleary, Sansing, Ray, Mashburn, and Collins voted AYE. Councilman Traylor, Twitty, Smith voted NAY. MOTION CARRIED. Mayor Fletcher stated that he would entertain a motion for the emergency clause now. Councilman Ray moved, seconded by Councilman Traylor to attach the EMERGENCY CLAUSE to Ordinance 1578. ROLL CALL: Councilman Elliott, McCleary, Sansing, Ray, Mashburn, Traylor, Twitty, Smith, and Collins voted AYE. (0) NAY. MOTION CARRIED. 7 CITY OF JACKSONVILLE SPECIAL CITY COUNCIL MEETING DECEMBER 28, 2017 7:00 P.M. – 7:26 P.M. TH ORDINANCE 1578 (#14-2017) APPROVED AND ADOPTED THIS 28 DAY OF DECEMBER, 2017 Councilman Elliott thanked the Leader Newspaper regarding the positive editorial in the paper on Wednesday. He quoted “let’s not drag down the City with insults, accusations, and negative agendas; let’s make 2018 a year of solutions, compliments and positives for the promotion of Jacksonville. He added that he would wish that we could all go into the new year trying to do what is best for the citizens of Jacksonville. APPOINTMENTS: ANNOUNCMENTS: ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:26 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 8