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12 DEC 06.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING DECEMBER 6, 2012 7:00 P.M. – 7:20 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 6, 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, McCleary, Sansing, Ray, Traylor, Stroud, Robinson, and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT EIGHT (8), ONE SEAT OPEN. ABSENT (1). Others present for the meeting were: City Attorney Robert Bamburg, Finance Director Cheryl Erkel, Police Chief Gary Sipes, Director of Administration Jim Durham, City Engineer Jay Whisker, Human Resource Director Jill Ross, IT Director Barbara McDaniel, Public Works Director Jim Oakley, CDBG Director Theresa Watson, Assistant Parks and Recreation Director Kevin House, Water Department Superintendent Jake Short, Water Manager Sal Pappagallo, 911 Communications Director Tabby Hughes, Glenda Fletcher, Rizzell Aaron, Mary Twitty, Barbara Mashburn, James and Cynthia Bolden, Helen Stroud, interested citizens, and members of the press. DEVIATION IN AGENDA: Alderman Elliott moved, seconded by Alderman Stroud to address the open City Council seat of Ward 1, Position 2. MOTION CARRIED. Alderman Elliott moved, seconded by Alderman Stroud to appoint Alderman Elect James Bolden III to fill the unexpired term for Ward 1, Position 2. MOTION CARRIED. Justice of the Peace Bob Johnson administered the Oath of Office for Alderman James Bolden III as prescribed by the State of Arkansas. Alderman Bolden thanked everyone who supported his campaign to serve as Alderman for the City of Jacksonville. He related his desire to serve faithfully and dutifully the City of Jacksonville, adding his adage to “Stay Motivated”. RESUME AGENDA: PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of November 15, 2012 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 Stroud that the minutes of the regular City Council meeting of 1 November 2012 be APPROVED. MOTION CARRIED. 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING DECEMBER 6, 2012 7:00 P.M. – 7:20 P.M. CONSENT AGENDA: REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Ray moved, seconded by Alderman Elliott to approve the regular monthly report for November 2012. PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 18 Building Inspections 69 Business Licenses 8 Electrical 92 Plumbing 84 HVACR 44 ROLL CALL: Aldermen Elliott, Bolden, McCleary, Sansing, Ray, Traylor, Stroud, Robinson, and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: Request to accept bid for Training Audio Visual Equipment Finance Director Cheryl Erkel related that the Fire Department was the lead for the AV equipment that is to be installed in the classrooms of the new public safety building. She stated that the Fire Department is requesting that the low bid be rejected for not meeting specifications and award the bid to the next low bidder Martin Company in the amount of $79,627.89. She then answered that the funds would be drawn from the Capital Equipment Fund. Alderman Ray moved, seconded by Alderman Elliott to reject the low bid of $68,559.00 that did not meet specifications and award the bid to Martin Company as the next lowest bidder in the amount of $79,627.89. In response to a question from Alderman Traylor, Battalion Chief Bob Thornton related that the lower bidder did not include the proper equipment to allow each classroom TV to operate separately. He explained that each classroom needs separate equipment to operate individually. He stated that if the low bidder had included the necessary equipment they would not have been the lowest bid. At this time, MOTION CARRIED. POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: GENERAL: a. Reject Shooting Range Bids Mayor Fletcher explained that almost a month ago bids were opened for the shooting range, saying that they significantly exceeded what was anticipated. He stated that the Game and Fish Foundation has opted to 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING DECEMBER 6, 2012 7:00 P.M. – 7:20 P.M. slow the process, noting that part of the problem was the impending deadline to have the facility open and operating by March or April. He went on to say that the Foundation now feels it is more important to make sure the facility is constructed correctly than be pushed by an impossible deadline. He stated that he has another meeting next week with members who are key to the contributions and who have not yet seen the plans because the project has moved so fast. He added that time is no longer the main factor, the project will move forward at a more normal pace. He stated that he is asking the City Council to reject the bids, saying that the project would be rebid around the first part of next month. Alderman Stroud moved, seconded by Alderman McCleary to reject all bids submitted for the shooting range. MOTION CARRIED. b. Request to accept bid for network hardware Information Technology Director Barbara McDaniel related that the bid is for the hardware regarding the new public safety building. She explained that while she has never used the low bidder, they did meet all requirements. She recommended the low bid from Data Pages with funds to be drawn from Capital Equipment. Alderman Ray moved, seconded by Alderman Sansing to accept the low bid from Data Pages in the amount of $23,412.00 with funds to be drawn from Capital Equipment. MOTION CARRIED. c. PRESENTATION update of Beechwood Drainage Project City Engineer Whisker presented a PowerPoint presentation regarding the various construction stages of the Beechwood Drainage Project. He then related that the engineer for the project was Bond Engineering, explaining that the funding for the project came from CAPDD (Central Arkansas Planning and Development) regarding an 80/20 match. He noted that the project area is in a flood way, pointing out that now the area drains under the railroad tracks through two boxes. He explained that five (5) acres of land was cleared, saying that the goal was to use the entire project budget of $135,000 to build a pond. He further explained that they were only able to excavate about half the amount of dirt they had originally wanted to excavate. He reviewed the construction of a berm and the pond location as well as a diversion ditch. He related that the construction was completed before the rains, which filled the pond in one day. He stated that the project funds enabled them to do 2.5 acres which leaves 2.5 acres for future drainage consideration if the City is fortunate enough to get another grant. He then added that the City would be willing to allow contractors to remove dirt as long as it is done correctly, which would continue to widen the pond regarding future drainage considerations. He reported that the Sewer Department was instrumental in the project by raising the area manholes. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING DECEMBER 6, 2012 7:00 P.M. – 7:20 P.M. d. PRESENTATION 2013 Budget Mayor Fletcher stated that the budget before City Council is the preliminary budget, asking the members to review the budget before the next regularly scheduled City Council meeting. He noted that one uncertainty in the budget was the utility costs associated with the new public safety building as well as the City’s proportional share regarding the Pulaski County Jail. He related that the County Judge is proposing to open 80 more beds in the County Jail. He stated that the Mayors of Pulaski County have met twice to negotiate these increases with the County Judge. He then noted the expenses regarding the shooting range, mentioning that the bid process will start in January with a completion date in the summer rather than the spring, which is when the tournaments are usually held. He stated that the total budget covering the General, Street, Sanitation, and EMS Funds is $200,291.00 more than the amended budget of 2012, which is a .79% increase. He stated that it is a tight budget, noting that the City lost population after the last census. He explained that it is estimated by Metroplan that each citizen is worth approximately $1,000.00 annually. He added that Jacksonville lost approximately 1,500 people in the census count, which translates to a loss of approximately 1.5 million dollars. He stated that if Jacksonville had maintained the same population there would not be the “crunch” that is currently being experienced, adding that this all goes back to the situation with the schools. He stated it is anticipated that by the end of next year the City will be in the process of starting its own school system. He stated that there will be another public hearing in January, noting that there is a petition drive, and once the petitions are signed by Jacksonville citizens they will be forwarded to the Judge to seek permission for an election in early spring. He stated that the good news in this budget is that the employee longevity pay was able to be continued. He then stated that the 2013 budget is 1% over the amended 2012 budget, including a $500.00 employee raise. He asked the City Council to be ready to vote on the balanced budget at the next regularly scheduled City Council meeting. APPOINTMENT(S): ANNOUNCEMENT(S): City Hall Christmas Open House will be held Friday, th December 14 from 11:00 a.m. to 2:00 p.m. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:20 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 4