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11 AUG 18.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 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 August 18, 2011 at the regular meeting place of the City Council. Alderman Smith delivered the invocation and Mayor Fletcher led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT NINE (9), ABSENT (1). Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Fire Chief John Vanderhoof, Police Chief Gary Sipes, Finance Director Cheryl Erkel, Parks and Recreation Director Kristen Griggs, Public Works Director Jim Oakley, City Engineer Jay Whisker, Human Resource Director Jill Ross, 911 Communications Director Tabby Hughes, CDBG Director Theresa Watson, IT Director Barbara McDaniel, Marie Fletcher, Glenda Fletcher, Mary Twitty, Jim Moore, Chad Young, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of August 4, 2011 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 Howard that the minutes of the regular City Council meeting of 21 July 2011 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Smith moved, seconded by Alderman Howard to approve the Regular Monthly Report for July 2011 regarding annual crime statistical comparisons. REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Smith moved, seconded by Alderman Howard to approve the Regular Monthly Report for July 2011 from the Jacksonville Fire Department, which reflects a fire loss of $38,000.00 and a savings total of $827,000.00. ROLL CALL: Aldermen: Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 P.M. PARKS & RECREATION: PLANNING COMMISSION: GENERAL: 7:00 p.m. a. PUBLIC HEARING ORDINANCE 1425 (#13-2011) AN ORDINANCE CONDEMNING STRUCTURES AND REAL PROPERTY AT VARIOUS LOCATIONS NOTED BELOW IN JACKSONVILLE, ARKANSAS, FOR STRUCTURAL DEFECTS, DEFICIENCIES, AND PUBLIC HAZARD CONDITIONS; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. These properties are commonly addressed as: 182 Pike Avenue, 196 Pike Avenue, 108 Cross Street, 136 Roosevelt Road, 909 Peach Road, and 129 Galloway. Mayor Fletcher opened the public hearing at approximately 7:02 p.m. No one in attendance offered to speak for or against the proposition of Ordinance 1425. Mayor Fletcher closed the public hearing at approximately 7:02 p.m. Alderman Smith moved, seconded by Alderman Howard that Ordinance 1425 be placed on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1425. Alderman Stroud moved, seconded by Alderman McCleary to APPROVE Ordinance 1425 on FIRST READING and to suspend the rules and place Ordinance 1425 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1425. Alderman Stroud moved, seconded by Alderman Sansing to APPROVE Ordinance 1425 on SECOND READING and to further suspend the rules and place Ordinance 1425 on THIRD and FINAL READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1425. City Engineer Whisker related that they work twelve to twenty properties annually for abatement, adding that normally half are completed. He noted that several properties were donated to the City. It was noted that all the properties have structural damage, which makes them unsafe for habitat. He explained that several structures have holes in the roofs and are abandoned. 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 P.M. In response to a question from Alderman Traylor, City Engineer Whisker explained that properties on the list are generally the worst of the worst. He stated that some properties remain on the list not being the worst at the time. He then noted that it takes approximately $15,000 to $20,000 to fix the properties. He stated that anyone aware of any property that needs to be added to the list should contact the Engineering Department. Mayor Fletcher stated that often the cost to repair the house is more than what the house is worth, which is why many owners donate the houses to the City. Alderman Stroud moved, seconded by Alderman McCleary that Ordinance 1425 be APPROVED AND ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Smith moved, seconded by Alderman Howard that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. NAY (0). MOTION CARRIED. th ORDINANCE APPROVED, ADOPTED, AND NUMBERED 1425 THIS 18 DAY OF AUGUST 2011. b. Request to accept bid Public Safety & Training Facility Architect Chad Young referred to the bid tabulation, noting that the building is a 37,000 square foot public safety facility. He stated that the building includes a safe room, 911 dispatch, a full Police Department including patrol division, CID, canine patrol, and support services. He stated that the original design bid came in at 7.2 million, explaining that the drawings for bid were reissued, which lowered the price substantially. He stated that the new low bidder is Kullander Construction with a base bid of 6.8 million. He then related that there was a deductive alternate bid, which would basically shell out the Police Department. He explained that it would have a finished exterior building but the inside would be similar to the appearance of a warehouse. He stated that it would then be finished as the budget allows. He stated that the deductive alternate bid comes in at 5.4 million, explaining that they have negotiated with Kullander and now for 5.7 million they will totally finish out the Police Department as well as reduce some of the costs that were involved that made the original bid come in much higher. He stated that even with the reduced scope of work, it will be a state of the art public safety facility. He explained that it would still have the FEMA safe room and the dispatch area would still be covered by a FEMA rated shelter, adding that the dispatch area would include the entire network and electrical room. He went on to say that it would have a fully finished Police Department, noting that the items removed from the contract were owner furnished things such as appliances and lockers. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 P.M. Finance Director Cheryl Erkel stated that the project has been in the works for awhile so over the years the City has a reserve in the fund balance for this project. She related that as of December 31, 2010 there was slightly over 3 million set aside for the project. She then related that this year the City has also received a FEMA grant in the amount of $51,822 for the safe room. She explained that taking the grant amount along with the amounts that have already been paid regarding the architectural and engineering fees, the total project is short by almost $3 million. She then added that the City is anticipating an additional FEMA grant of approximately $581,000, leaving the project approximately $2.4 million short. She stated that the City would have to acquire a loan to cover the shortfall, adding that there are enough funds to carry project costs through the end of 2011 so it would be 2012 before the City would have to acquire the loan for the balance. It was noted that the loan would be a 60-month loan. In response to a question posed by Alderman Smith, Finance Director Erkel concurred that the contract for the FEMA grant has to be signed by August nd 22 to qualify. Alderman Howard moved, seconded by Alderman Stroud to approve the bid submitted by Kullander Construction in the amount of $5,402,000 and authorize the Mayor to further negotiate. Mayor Fletcher related that the current Police Department facilities have become inadequate, noting that the ladies restroom has had to be sealed off from use. He then related issues involving the evidence room that could cause the loss of cases. He also noted that the new facility will also offer a great recruitment opportunity because it will speak volumes to the law enforcement community. He noted further opportunities regarding the training facilities for police, adding that this project is overdue. He stated that with interest rates at an all time low, it is the best time to borrow money. He added that contractors are offering discounts to acquire projects for their companies. He then noted that the 911 facility was almost hit by the last tornado. Alderman Elliott stated that the set aside funds would not deplete the reserve funds. Director of Administration Jim Durham clarified that Mayor Swaim had set aside $350,000 regarding a new evidence room for the Police Department and $400,000 for a 911 expansion at the present location. He went on to explain that after Mayor Fletcher came into office it was felt the funds could be better used to construct a new facility for 911. He stated that in order for the City to borrow the money it has to have a revenue stream, explaining that they are going to use one of the two cents of anticipated sales tax from the newly annexed area to retire the loan in 60 months. He clarified that the 911 Communications Center will not be able to immediately move to the new location unless the City can equip the space. He noted that currently 911 is on the old analog system, which 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 P.M. is not supported anymore. He stated that it is hoped the 911 Communications Center will become an Arkansas AWIN site, explaining that the City would be a tower for the statewide network. He stated that if accepted, the City would not have the current $100,000 maintenance cost. He related that while you hate to borrow money because the City has always had a “pay as you go” philosophy, if we wait by the time we put money back over the next five years the price will increase by as much as 3 to 5 million dollars. Mayor Fletcher stated that the budget will have to revisited. He stated that the budget will have to be modified because of the short coming in collected Sales Tax, adding that there is a difference between Sales Tax, the General Operating Budget and Capital Revenue. He related his personal misgivings about borrowing money, but added that if you wait until you can afford it without borrowing; you will never have anything. He stated that you lose what you gain through inflation. Director of Administration Jim Durham related that he had spoken with CPA Gerald Clark about how the loan would affect the overall CAFR report next year, explaining that Mr. Clark told him that Jacksonville was one of the few cities that had not borrowed money and it would not hurt the City to use the 60-month tool to get what is needed. He went on to say that because the City is in such good financial state, it gives the City the ability to borrow money at a much smaller rate than other cities. In response to a question from Alderman Robinson, Mayor Fletcher stated that Finance Director Cheryl Erkel would begin to negotiate interest rates to determine how far out the City will need to go. He went on to say that it is not reasonable to borrow the money now and have to begin paying interest on money not yet needed when we still have 3 million dollars that can be used. Director of Administration Jim Durham stated that the City is waiting until the new Sales Tax is collected for the newly annexed area, adding st that it should begin October 1 and the City will not see the remittance until December, after the City Council has already passed the 2012 budget. He stated that it is only prudent to wait until we have the Sales Tax to cover the first note on the borrowed funds. He then answered that depending on the weather the project should be completed within the next year. Mayor Fletcher stated that Chad Young will be working on another FEMA safe room for the Senior Citizen Center, which will be a positive for the City. Director of Administration Jim Durham stated that the room is estimated to be approximately $400,000 and the City’s share will only be $100,000 for a 2,400 square foot room. 5 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 18, 2011 7:00 P.M. – 7:31 P.M. Police Chief Gary Sipes thanked the City Council for their consideration, reiterating the need for a new evidence room, noting the difficulty working cases without a better evidence room. He went on to say that there are some buildings that would be condemned if they were in the same condition as the present Police Department. At this time MOTION CARRIED with Alderman Robinson abstaining. ANNOUNCEMENT(S): The Fireworks Committee is hosting a public hearing th August 25 at 7:00 p.m. in the City Council chambers. Reed’s Bridge is hosting a reenactment the last weekend of the month. Ms. Alice Martinez, 112 Galloway Circle, related difficulties with her neighbors who are putting their garbage cans too close to her property, adding that her neighbor also parks his car close to the property line and when she weed eats the rocks hit his car. She related that her neighbor has three cars but he only drives one. She stated that when the City put in the drainage they used rocks with the project. Mayor Fletcher stated that he and Public Works Director Jim Oakley are planning to come out to view the site, adding that unless a Code is being violated it may be a civil matter between neighbors. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:31 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 6