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24 AUG 15 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. REGULAR CITY COUNCIL MEETING - CITY HALL - #1 MUNICIPAL DRIVE The City Council of the City of Jacksonville, Arkansas met in a regular session on August 15, 2024 at their regular meeting place. Council Member Bolden delivered the invocation and Mayor Elmore led a standing audience in the “Pledge of Allegiance.” ROLL CALL: City Council Members: Dietz, Bolden, McCleary, Sansing, Ray, Mashburn, Moss, Kinman, and Rains answered ROLL CALL. Mayor Elmore also answered ROLL CALL declaring a quorum. PRESENT NINE (9) ABSENT ONE (1). Council Member Twitty was absent. Others present for the meeting were: Parks and Recreation Director Kevin House, Fire Chief Alan Laughy, Finance Director Cheryl Erkel, Director of Engineering and Public Works Adam Whitlow, Police Captain Ryan Wright, Assistant City Clerk Emilia Vazquez, Communications Director Emily Sundermeier, IT Director Brian Harvey, Katrina Mimms, Trenika McCoy, Tanner Ruple, Addie Gibson, Wyatt Elmore, and Chris Erkel. PRESENTATION OF MINUTES: Mayor Elmore presented the minutes of the regular City Council meeting of July 18, 2024 for approval and/or correction at the next regularly scheduled City Council meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Council Member Ray moved, seconded by Council Member Kinman that the minutes of the regular City Council meeting of June 20, 2024 be APPROVED. MOTION CARRIED. CONSENT AGENDA: ENGINEERING DEPARTMENT REGULAR MONTHLY REPORT Council Member Ray moved, seconded by Council Member Moss to approve the regular monthly report for July 2024. PERMITS/LICENSE ISSUED INSPECTIONS PERFORMED Building Permits 13 Building Inspections 51 Business License - Electrical 93 Plumbing 62 HVACR 63 FIRE DEPARTMENT REGULAR MONTHLY REPORT Council Member Ray moved, seconded by Council Member Moss to approve the regular monthly report for July 2024, reflecting a fire loss of $121,000.00 and a savings total of $329,000.00. POLICE DEPARTMENT REGULAR MONTHLY REPORT Council Member Ray moved, seconded by Council Member Moss to approve the regular monthly report for July 2024 regarding annual crime statistical comparisons. CODE ENFORCEMENT REGULAR MONTHLY REPORT Council Member Ray moved, seconded by Council Member Moss to approve the regular monthly report for July 2024. 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. Assigned Calls 77 Demolition by City 0 Self-Initiated Calls 172 Demolition by Owner 0 Follow Up Inspections 838 Parking Violations 1 Complied after Notice 430 Garbage Cans Tagged 0 Three Day Notice 15 Basketball Goals 1 Seven Day Letter 351 Structures Inspected 1087 Citation Letters Mailed 16 Apartment Complexes Inspected 0 Citations Issued 3 Red Tags Issued 0 Vehicles Tagged 28 Search Warrants 0 Vehicles Towed 4 Grass Mowed 69 Unsafe Structures Tagged 0 Signs Removed 25 Structures Condemned 0 Shopping Carts 0 Structures Rehabbed 0 ROLL CALL: Council Member: Dietz, Bolden, McCleary, Sansing, Ray, Mashburn, Moss, Kinman, and Rains voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: COMMITTEE(S): GENERAL: a. PUBLIC HEARING CDBG PY24 Action Plan Allocations and Reallocations CDBG Director Michelle Spencer stated the City was allotted $230,739.00 for 2024 and also had six prior years of unobligated funds totaling $412,593.00 to reallocate. She explained, approximately, 2018 had $44,666.00, 2019 had $58,086.00, 2021 had $69,947.00, 2022 had $57,517.00, and 2023 had $182,375.00. She related they are going to reallocate funds in specific areas, including public facility/improvements for repairs at Excell, Johnson, and Galloway Parks, as well as the Senior Center, Boys and Girls Club, and Jacksonville Towers. She told how the Boys and Girls Club needs extensive assistance, and since it is in the Sunnyside area, they are able to allocate quite a bit. She asks that Council agree to go forward with the projected use of funds for 2024. When Council Member Kinman inquired, she replied that CDBG funds are allocated to low/moderate income individuals with the targeted geographical area of Sunnyside, which was set up in the five year plan initiated in 2021 that expires in 2025. She brought up that it will go toward housing, economic development, neighborhood revitalization, public facilities, and public services. She mentioned an agreement with a subrecipient to provide extended funding for utility assistance, temporary shelter vouchers, and food distribution to low/moderate income families and the unsheltered population. She pointed out that public service has a cap of 15% and every year those funds are expended and allocated out, with the exception of 2023. She recalled having Care Channel as a subrecipient awarded 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. every year who expended those funds with no problem, however, in the last two years, there were contradictions through another grant which conflicted with our program specifics causing them to be suspended. She noted the amount is $34,611.00 for public services. She stated $20,000.00 is for neighborhood revitalization, since there are areas in Sunnyside needing demolished or cleaned up, so she will connect with the Police Department to confirm locations. She stated these funds have been allocated, the plan has been submitted to HUD, and she is awaiting the award letter. She confirmed they can start setting up, since the $412,593.00 are funds we already had; she just has to let HUD know what we are utilizing them for moving forward. When asked if Care Channel can be reinstated, she replied if they want to keep their current funding through the SNAP program, they would have to adjust their policy and procedure and submit an application to her. She explained it would not be a lengthy process since they already have an agreement on file, but would have to agree with the specifics of that agreement. She detailed how she is entertaining another subrecipient and working out those specifics, but that does not entail the entire amount of funds available. When Council Member Dietz inquired about housing rehabilitation, she related the individuals have to be low/moderate income and submit an application with required documents. She told how she takes all applicants in one pool, according to severity, on a first come first serve basis, and once approved, the process starts of an inspection and making sure they are eligible by adding all income in the household over the age of 18. She mentioned at that point, they may not get approved if they fall outside HUD guidelines of 30% below the annual median income. She confirmed the property has to be in the applicant’s name, has to have current insurance, and the inspection has to take place to ensure there is nothing outside the scope of approvable work. She gave for example, a roof leaks into a wall, which causes electrical issues needing repairs, and causes the scope of work to get outside the allowable costs, which she believes is $7,500.00. She brought up that the applicants know the guidelines in advance since she sends it out with the applications. When Council Member Rains requested clarification on the housing voucher program, she replied it is more of a hotel voucher that is used for displaced individuals, including those who are waiting on a rental property to become available, or for their name to be on top of the list at Jacksonville Housing Authority. She explained they can get one week, sometimes up to a month, depending on the case. She affirmed this is for a hotel, not for rent; there are no rental funds, except for a small amount left in the Covid grant requiring the financial hardship to be due to Covid. Council Member Rains shared she has had constituents reach out in regards to personal property tax that includes an optional addition for our animal shelter. She asked how hard it would be to have an option for CDBG, as well as having the ability to make one-time donations. Mayor Elmore replied he would need time to research, but was unsure of a reason why people could not donate directly to CDBG, unless City Attorney Friedman or Director Spencer know otherwise. He related all they would have to do is come by and have it designated for CDBG, or a specific area within CDBG. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. Council Member Rains replied they were inquiring about an online option, specifically on the City website. She requested more information on Project 5 regarding job creation/retention. Director Spencer recalled over the years economic development had in place job creation/retention that provided training, however, there was no activity funded the past two years, possibly due to previous directors attempting to get housing rehabs and services taken care of under the CDBG. She is glad to have an Economic Development Director so they can be creative and find other areas associated with training and creating/retaining jobs to use the $20,000.00 for. Council Member Rains referenced page 36 stating “The City will continue to seek funding from other sources and seek additional resources of supportive service providers,” and asked what actions are being taken. Director Spencer responded it is more on the second part of that statement because of the resources becoming available in the community by way of the COC and reaching out to those participants and those receiving awards that will bridge the gap of services. She continued to say because she proposed where the money is and what it needs to be used for, she can now start concentrating on 2024 and getting other funding in because she needs help badly. She stressed that $412,593.00 did not come out of the air, but was left over each year. She recalled in 2018 the past CDBG Director dropped down from her staff of 4, since she lost ADFA funding, making her a one woman department trying to spend $200,000.00+ each year. She told how she has reached out to her counterparts in different departments because she will need their help to make sure we accomplish the goal of spending this $600,000.00+. Council Member Rains asked if the City could apply for economic and community development grants in the future. Director Spencer told how she has had individuals reach out to start looking at that, but she had to get passed today and will be meeting next week to discuss additional funds to assist not just the Sunnyside area, but citizens across the City. She took very high consideration to citizen comments, along with the directors of the Senior Center, Boys and Girls Club, and Jacksonville Towers since they represent our youth, who are our future leaders, and the elders who have taken care of us. b. PRESENTATION of 2023 Audit by David Coleman with Forvis Mazars Mr. Coleman presented a PowerPoint slide show, stating as of December 31, 2023 the ending unassigned fund balance was $8.9 million, which are funds that can be used to operate the City; they are not restricted in any way and can be used for anything within the law. He explained it is measured by looking at the budgeted expenditures next year and say what percentage is that unassigned fund balance compared to that. He told how it was 33% and the Government Finance Officers Association (GFOA) recommends 20%. He related it equates to roughly four months of operating expenditures in unassigned fund 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. balances at the end of the year. He mentioned typically, pension liabilities are the largest on a city’s balance sheet and Jacksonville has five different plans; an old Policemen’s, old Firemen’s, APERS, and two LOPFI. He pointed out the middle column (Plan Fid NP as % of Total Pension Liability FY2023) represents the percentage of assets to cover that pension liability, noting the Policemen’s is almost fully funded, the Firemen’s is at 80.92%, and the City is doing what it needs to do to pay the others’ liability. He related the City also has an OPEB plan where retirees are allowed to be on the health plan; the City does not fund it, but they do have a liability, because if a 58-year-old retires and stays on the plan, it is going to raise the costs since they are older and may have more claims. He explained right now the liability is $1.2 million, which is not significant since it is paid as you go. He related the only way to really fund this liability is to put it in a trust and pay from there. He told how they issue four different opinions on the audit of the financial statements, with one being the Annual Comprehensive Financial Report (ACFR) that is prepared by the Finance Department, which his firm issued a clean, unmodified opinion on. He brought up the GFOA Certificate of Achievement for Excellence in Financial Reporting was awarded to the City of Jacksonville for their ACFR. He stated his firm is required to audit Federal funds with a risk assessment, where this year they audited the highway planning cluster since there was a flowthrough from the State, but his firm had no findings. He added they are also required to audit certain aspects of State compliance, which includes checking police officers’ ticket books, etc., and also had no findings to report. He related they do not have any findings to report on internal control or grants. c. Update by Director of Economic Development Robert Birch Director Birch thanked Director Spencer for her work with HUD, noting they can be a difficult Federal organization to deal with because of all of their restrictions. He shared for the next meeting, he has invited Errin Stanger, the Founder and CEO of Providence Park, which is the Pulaski County homeless village being built. When it comes to economic development, he stressed the importance of allowing new developments to announce their own arrival. He is reaching out to retail businesses, including an out-of-state furniture store that is now looking at locations here since he reached out and called. He brought up that he has had a lot of restaurants calling lately and expects to see some results in early 2025, towards the end of this year, and some that should be announced in the next month. He mentioned working on a large project at the Industrial Park at the old Regal warehouse. He has been working with Entergy and Summit Utilities and if the power needs and additional land is acquired, this is going to be a $380 million project that will revitalize part of the Industrial Park and be a large job producer. He recalled Sig Sauer announcing their expansion and is now close to opening their new facility. He is working on grants with Metroplan and ADEC for the City’s Wooten Road property for the engineering work related to the widening of the road and the widening itself. He detailed how the site has garnered a ton of interest, but it will not go anywhere if they are not able to widen the road. He surmised if they are able to do it and sell the property, there is potentially $8-9 million worth of revenue for the City and it bringing in a lot of good projects. He shared that he and Director Spencer had a meeting 5 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 15, 2024 6:00 P.M. – 6:45 P.M. with the Air Base, who is working on an energy resilience program, and were asked to partner with them regarding solar and other forms of energy. He brought up a 100% $20 million grant that involves asking what the community can do to better support the Air Base, but it has to be off of the Base. He recalled Wastewater and others have attempted it, but we now may have a project that will work next year. He stressed the biggest thing we can do for the City would be the revitalization and redevelopment of Main Street and Marshall Road, which he wants to take an extremely active role in. ADDITION TO AGENDA: Council Member Ray, seconded by Council Member Bolden to SUSPEND the rules and add Resolution 849 (#07-2024) to the agenda. MOTION CARRIED. RESOLUTION 849 (#07-2024) A RESOLUTION OF THE CITY OF JACKSONVILLE, ARKANSAS SUPPORTING THE WOOTEN ROAD PROJECT AND COMMITTING LOCAL MATCH FUNDS FOR THE SUBURBAN COMMERCIAL STREET IMPROVEMENT PROJECT; AND, FOR OTHER PURPOSES. Council Member Ray moved, seconded by Council Member Bolden to read Resolution 849 (#07-2024). MOTION CARRIED. Whereupon City Attorney Friedman read the heading of Resolution 849 (#07-2024). Council Member Ray moved, seconded by Council Member Bolden to adopt Resolution 849 (#07-2024) in its entirety. MOTION CARRIED. APPOINTMENTS: UNFINISHED BUSINESS: NEW BUSINESS: ANNOUNCEMENTS: ADJOURNMENT: Without objection, Mayor Elmore adjourned the meeting at approximately 6:45 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR JEFF ELMORE City Clerk-Treasurer 6