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12 APR 05.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 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 April 5, 2012 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, Smith, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT TEN (10), ABSENT (0). Alderman McCleary arrived at approximately 7:03 p.m. Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Finance Director Cheryl Erkel, Fire Chief John Vanderhoof, IT Director Barbara McDaniel, Human Resource Director Jill Ross, City Engineer Jay Whisker, Police Captain Richard Ward, Parks and Recreation Director Kristen Kennon, CDBG Director Theresa Watson, 911 Communications Director Tabby Hughes, Planning Commissioner Jim Moore, Marie Fletcher, Glenda Fletcher, Mary Twitty, Susan Mansfield, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of March 15, 2012 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 1 March 2012 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ANIMAL CONTROL Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Animal Control Report for March 2012. Said reports reflect: ADOPTION/FINES: $2,075.00 CONTRIBUTIONS: $ 25.00 TOTAL: $2,100.00 REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for March 2012. PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 13 Building Inspections 19 Business Licenses 16 Electrical 19 Plumbing 29 HVACR 18 ROLL CALL: Aldermen: Elliott, Smith, Sansing, Ray, Rinker, Traylor, Stroud, Robinson, and Howard voted AYE. MOTION CARRIED. 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: a. ORDINANCE 1441 (#3-12) AN ORDINANCE AMENDING AND MODIFYING JACKSONVILLE MUNICIPAL CODE § 5.50 REGARDING OPERATION OF THE JACKSONVILLE FARMER’S MARKET; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Parks and Recreation Director Kristen Kennon related that the major change is that the Market is restricting the sale to Arkansas grown/produced goods. She added that art and other items are allowable if sold by an Arkansas vendor selling items made by them. She explained that there will be a $25.00 fee for a privilege license, but they will accept proof of license from any other city in Arkansas. She related that th the Farmer’s Market will host a grand opening on the 12 of May. Alderman Elliott moved, seconded by Alderman Smith that Ordinance 1441 be placed on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1441. Alderman Sansing moved, seconded by Alderman Ray to APPROVE Ordinance 1441 on FIRST READING and to suspend the rules and place Ordinance 1441 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1441. Alderman Ray moved, seconded by Alderman Stroud to APPROVE Ordinance 1441 on SECOND READING and to further suspend the rules and place Ordinance 1441 on THIRD and FINAL READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1441. Alderman Ray moved, seconded by Alderman Sansing that Ordinance 1441 be APPROVED AND ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Smith moved, seconded by Alderman McCleary that the EMERGENCY CLUASE be APPROVED and ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. th ORDINANCE APPROVED, ADOPTED, AND NUMBERED 1441 THIS 5 DAY OF APRIL 2012. b. Presentation update of Wildlife Conservation Grant Parks and Recreation Director Kristen Kennon offered a PowerPoint presentation regarding Paradise Park, announcing that the City received a grant for a walking trail, additional parking and some cross bridges. She related that the Parks Department was awarded $86,000.00 for the project. She then explained that they may have to reduce the width of the trail or the length to 1/3 of a mile, adding that the project will start promptly and will be completed this year. She noted that part of the reason they were awarded the grant was because of the wildlife in the Park such as the nutria, geese, and ducks. Her presentation featured the various locations in the Park where the improvements will be constructed. She then related that the City owns the adjacent 20 acres, which will be the focus of a phase two project. She stated that if they did not receive another grant, they would still be able to construct a nature trail in that area. She then answered Alderman Smith that the current project would consist of an asphalt trail either a third to a half-mile in length. She then informed the City Council that the Department had applied for an NRPA Serving Communities Grant, explaining that it is a supplement to the Victory Baptist Church, who provides breakfast and lunch at the Boys and Girls Club, adding that this year they will provide breakfast, lunch, and a snack as well as lunch at the Martin Street and Galloway Park locations. She related that the Grant was $20,000.00 which will be used for warmers, refrigerator and freezer; ways to help save meals so there is not a lot of waste. She added that the Grant would also provide for the purchase of picnic style tables at the Boys and Girls Club, and a fitness instructor to work out with the kids everyday for one hour. She added that the remainder of the Grant would go toward salaries. She stated that she just returned from the Arkansas Recreation Parks Association Convention and the Parks Department was awarded the Recreation Program of the Year award. Mayor Fletcher invited the Council members to go to the Community Center following the meeting to see the newly renovated pool area, adding that it would open this coming Monday. PLANNING COMMISSION: GENERAL: a. ORDINANCE 1442 (#4-12) AN ORDINANCE AUTHORIZING AN EXCHANGE BETWEEN THE CITIES OF JACKSONVILLE, ARKANSAS, AND DARDANELLE, ARKANSAS, FOR THE PURPOSE OF PURCHASING/EXCHANGING A 1998 YARD WASTE GRINDER FOR THE JACKSONVILLE PUBLIC WORKS DEPARTMENT; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. Mayor Fletcher related that the City lost its tub grinder in a fire a few weeks ago. He noted that Public Works Director Jim Oakley has worked very hard to accomplish this deal for the City. Director of Administration Jim Durham explained that Director Oakley is on vacation this week. He related that Director Oakley has conferred with a vast number of cities that were not utilizing their grinders. He said that Director Oakley has not only been working with the City of Dardanelle, but also a company who has offered that if Jacksonville purchased the yard waste grinder from the City of Dardanelle for $60,000.00 and decided it did not meet Jacksonville’s needs; then they would give that amount off a new or used tub grinder they have. He noted that Director Oakley is trying to stay within the budget and still get the job accomplished at the same time. He noted that the yard waste grinder only has slightly over 300 hours, which is not much. Alderman Smith recalled that when he worked on the Recycling Committee in the early 90’s the City was awarded a grant to help purchase the tub grinder, questioning if there are any grants available that may help with this circumstance. Director of Administration Jim Durham assured Alderman Smith that each City director is researching every possible grant, adding there is not one available at this time. He then added that it is possible for a grant to become available at anytime going forward and the City would certainly apply for any of those grants. He reiterated that having the trade-in value of what is being purchased is an excellent opportunity. Mayor Fletcher noted that the price of a new tub grinder could run as much as $400,000.00. Alderman Smith moved, seconded by Alderman McCleary that Ordinance 1442 be placed on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1442. Alderman Smith moved, seconded by Alderman Ray to APPROVE Ordinance 1442 on FIRST READING and to suspend the rules and place Ordinance 1442 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1442. Alderman Sansing moved, seconded by Alderman Ray to APPROVE Ordinance 1442 on SECOND READING and to further suspend the rules and place Ordinance 1442 on THIRD and FINAL READING. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1442. 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. Alderman Smith moved, seconded by Alderman McCleary that Ordinance 1442 be APPROVED AND ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Smith moved, seconded by Alderman McCleary that the EMERGENCY CLUASE be APPROVED and ADOPTED. ROLL CALL: Aldermen Elliott, Smith, McCleary, Sansing, Ray, Rinker, Traylor, Stroud, Robinson and Howard voted AYE. NAY (0). MOTION CARRIED. th ORDINANCE APPROVED, ADOPTED, AND NUMBERED 1442 THIS 5 DAY OF APRIL 2012. b. Request to approve property exchange of two vacant lots in Sunnyside Addition City Engineer Whisker offered a PowerPoint presentation demonstrating the various Sunnyside Addition properties owned by the City, explaining that a majority of those properties were obtained through the property lien process regarding demolition. He explained that for maintenance purposes the City is proposing to transfer a vacant lot addressed as 118 Jaxon Street with another vacant piece of property addressed as 140 Pike Avenue, explaining that the Pike property is adjacent to other vacant property owned and maintained by the City. He reviewed the location of both lots, noting that the properties are very similar in size. He then pointed out another vacant lot in the vicinity of the Pike property where the City just demolished a house. He stated that the property would, through due process, more than likely become another property owned by the City. ADDITION TO AGENDA: Alderman McCleary moved, seconded by Alderman Ray to suspend the rules and place Resolution 677 (#3-2012) on the agenda. MOTION CARRIED. Alderman Howard moved, seconded by Alderman Ray to read Resolution 677 (#3-2012). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Resolution 677 (#3-2012). Alderman Ray moved, seconded by Alderman Sansing to approve Resolution 677 (#3-2012) in its entirety. MOTION CARRIED. SECOND ADDITION TO AGENDA: Bids for Accounting Software Mayor Fletcher explained that the bids were opened approximately three weeks ago and Finance Director Cheryl Erkel has been researching the bids for recommendation. 5 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. Alderman Smith moved, seconded by Alderman Ray to suspend the rules and place the request to accept bid of accounting software on the agenda. MOTION CARRIED. Finance Director Cheryl Erkel informed the Council that the present accounting software is 13 years old, explaining that the software is outdated and it is necessary to update the system. She explained they have to do manual general ledger entries. She related that the two lowest bids wanted the City to enter the data in their formats and she is requesting that the City Council reject those bids in favor of the next lowest bid from BS&A Software in the amount of $91,375.00. She stated that BS&A is willing to convert the data, adding that this software also offers built-in reports that are currently having to be produced manually. She then noted that this feature would help with the production of the annual CAFR report and save time. She explained that BS&A has also stated that they can have the new software implemented within 3 months. She noted that the other vendors were saying that it would take a lot longer than 3 months to have the software up and running. She explained that there is a time crunch since the current server that holds their software is starting to fail. She answered that it is a budgeted item, adding that the $91,000 is less than what was budgeted. She then noted that BS&A also has a payroll module for Human Resource’s payroll and time sheets that will interface with the accounting software, adding that a lot of separate manual entries transferring that data from payroll into the general ledger is having to be done now. She then answered that while this module is not part of the accounting package, the Company is willing to discuss implementing that module now and allowing the City to budget for that expense in the next year’s budget process. She then added that she would have left over funds in this year’s budget that could be applied to the purchase of the additional module. She then answered Alderman Robinson that with the cost to convert data, the two lowest bids would have come in higher than the proposed $91,000.00. She added that she has contacted two other Arkansas cities using this software package and they highly recommended the software. Alderman Ray moved, seconded by Alderman McCleary to reject the two lowest bids for not fully meeting specifications and accept the bid from BS&A Software in the amount of $91,375.00. APPOINTMENT(S): ADVERTISING & PROMOTIONS COMMISSION Alderman Ray moved, seconded by Alderman Smith to approve the reappointment of Andy Patel for a term to expire 3/31/2016. Alderman Robinson noted that the Ordinance states that a member has to be a Pulaski County resident, questioning if there is a way for that to be changed. He explained that he has difficulty with some of the A&P Commissioners not being residents of the City of Jacksonville. 6 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 5, 2012 7:00 P.M. – 7:33 P.M. Mayor Fletcher related that the Ordinance is based on State Statute. At this time MOTION CARRIED. JACKSONVILLE HOUSING AUTHORITY Alderman Smith moved, seconded by Alderman Ray to approve the reappointment of Addie Gibson for a term to expire 3/17/2017 and to approve the appointment of Donnie Farmer to fill the unexpired term of Marilyn Cannon to expire 3/17/2014. MOTION CARRIED. ANNOUNCEMENT(S): Citywide Cleanup April 21, 2012 meeting at the Recycling Center at 8:00 a.m. Mayor Fletcher then announced that Mike Simpson, Water Department Superintendent passed away this week. He noted that Mr. Simpson had been with the City for 35 years, adding that the funeral service is at 3:00 p.m. tomorrow. He stated that it is a tremendous loss to our community. Director of Administration Jim Durham announced that following two years of him and 911 Director Tabby Hughes working with the State, the City has officially received written acceptance as an AWIN site in Arkansas. He pointed out that most of the AWIN sites are in the counties, so it is a big credit for Jacksonville to be accepted as an AWIN site for 911 communications. He stated that once the State takes over the maintenance of the equipment, it should save the City approximately $60,000 to slightly under $100,000 annually. He noted that the equipment purchased will belong to the City; the State will be adding their equipment on top of that. Mayor Fletcher encouraged everyone to drive by the Public Safety Building site, noting the progress of construction. He than announced that next week the City should close on sale of the Hospital. He noted that the Hospital will soon be 50 years old, so this is a new chapter for the Hospital and the Jacksonville community. City Attorney Bamburg clarified that City Council approval was previously granted and he has reviewed the documents. He stated that the sale will allow Allegiance to continue to broaden and make improvements to the facility. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:33 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 7