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12 JAN 05.docCITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 3, 2012 7:00 P.M. – 7:10 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 January 3, 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. SWEARING IN CEREMONEY ROLL CALL: Aldermen: Elliott, Bolden, Sansing, Ray, Traylor, Stroud, Robinson, and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. Aldermen Sansing arrived at approximately 7:02 p.m. PRESENT EIGHT (8), ABSENT (1). Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Finance Director Cheryl Erkel, Public Works Director Jim Oakley, Human Resource Director Jill Ross, City Engineer Jay Whisker, IT Director Barbara McDaniel, Parks and Recreation Maintenance Supervisor Kevin House, Aquatics Instructor Diane Novotny, CDBG Director Theresa Watson, 911 Communications Director Tabby Hughes, Fire Battalion Chief Joe Bratton, Planning Commissioner Jim Moore, Glenda Fletcher, Pastor Ricky Allen, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of December 15, 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 1 December 2011 be APPROVED. MOTION CARRIED. CONSENT AGENDA: WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: Request to Accept Bid HVAC Pool Pack Parks and Recreation Maintenance Supervisor Kevin House informed the City Council that the low bidder was CWR Construction, adding that the bid does meet specifications. He then reported that they are still waiting for Star Metal Building to sign off saying that the new roof will not overload the existing structural I-beams. He related that the engineers have stated that it would not be a problem, adding that they have the blue prints. He then related that he had contacted Pinnacle, the company that Baldwin and Shell is using for their metal, who stated that it would CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 5, 2012 7:00 P.M. – 7:27 P.M. take seven (7) to ten (10) days from the day of order to have the metal delivered to the project site and then an additional 30 days for Baldwin & Shell to complete their end of the project. He then answered that the PoolPak is an eight (8) to ten (10) week lead time from the time it is ordered. He noted that the duct work would be completed prior to the delivery of the PoolPak in order to expedite the process. In response to a question from Alderman Robinson, Mr. House concurred that the original low bidder was Daniel Air & Electric. He then explained that CWR Construction did not participate in the first bidding process. He stated that the original low bid came in at $335,000, while this low bid was $378,000; explaining that specifications to increase the size of the unit were included in the second bid package. He related the drop-in ceiling would not be reinstalled, so they had to accommodate for the extra cubic foot. He then answered that the Alternate #1 bid amount is to guarantee the project will be completed in seventy (70) calendar days. He went on to say that CWR Construction has proposed eighty (80) calendar days to complete the project, costing an additional $3,000.00 to guarantee the project would be completed 10 days earlier. Mayor Fletcher stated that the extra amount is not justified for a 10 day earlier completion. Discussion ensued with comments that the bid amounts were less than originally projected regarding the complexity of the project. Mayor Fletcher noted that the PoolPak would provide a more comfortable atmosphere in the pool area regarding the humidity factor. Mr. House noted that with the PoolPak the air will turnover five times per hour. Alderman Smith moved, seconded by Alderman Ray to approve the low bid from CWR Construction in the amount of $378,000.00 with funds to be drawn from the Capital Improvement Fund. MOTION CARRIED. PLANNING COMMISSION: GENERAL: a. DISCUSSION Billboard Moratorium Mayor Fletcher related that while there was a recent request for another billboard along the Freeway, the Arkansas Highway Department has had to talk with one business owner regarding additional right-of-way for the widening of the Freeway to six lanes with two pullover lanes. He explained that the Arkansas Highway Department is working very hard to straighten the curves in this section of the Freeway, noting that another vehicle struck the bridge overpass yesterday. He stated that any further construction or signage placement might raise the cost of having to acquire rights-of-way for the Freeway widening. He pointed out that there CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 5, 2012 7:00 P.M. – 7:27 P.M. is a lot of signage along the Freeway as well as many that have deteriorated, suggesting that a committee could be formed to investigate those circumstances. He noted that Resolution 675 was made available at each City Council member’s workstation for consideration at this time. Alderman Stroud stated that he would be in favor of a permanent moratorium for billboards. Discussion ensued that presently the Resolution supports a six-month moratorium offering an opportunity to further evaluate signage needs along the Freeway after the right-of-way plans are concluded by the Arkansas Highway Department for the widening. Mayor Fletcher reiterated that the Resolution offers some time for a committee to be formed to consider long term planning for billboards in the City. Director of Administration Jim Durham noted that the Arkansas Highway Department is fairly certain of their plans, but are unable to commit until the project has finished its review through the environmental studies process. He reiterated that any construction in potential rights-of-way would increase the cost to acquire those areas. He noted that between the first and second exits in Cabot there has been a moratorium on billboards for some time. He noted that Jacksonville is at its maximum now regarding the existing ordinance for billboards. Alderman Smith moved, seconded by Alderman Stroud to suspend the rules and place Resolution 675 on the agenda. MOTION CARRIED. RESOLUTION 675 (#01-2012) A RESOLUTION AUTHORIZING AND DECLARING A MORATORIUM UPON APPROVAL AND ISSUANCE OF BILLBOARD PERMIT(S) WITHIN THE CITY OF JACKSONVILLE, ARKANAS, FOR A MINUMUM PERIOD OF SIX (6) MONTHS OR UNTIL THE ARKANSAS HIGHWAY DEPARTMENT FINALIZES PLANS FOR MODIFICATIONS TO HWY. 67/167; PROVIDING FOR CERTAIN OTHER MATTERS RELATING THERETO; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Alderman Smith moved, seconded by Alderman Stroud to read Resolution 675 (#01-2012). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Resolution 675 (#01-2012) Alderman Stroud moved, seconded by Alderman Ray to approve Resolution 675 (#01-2012) in its entirety. MOTION CARRIED. b. Request to Accept Bid for Asbestos Removal and Demolition City Engineer Whisker recommended the low bid from Goolsby Inc., correcting that the bid amount will be $37,068.00. He explained that the rules regarding nuisance and abatement state that asbestos removal does not have to be performed if the houses are one block away from each CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 5, 2012 7:00 P.M. – 7:27 P.M. other. He stated that three of the houses will require asbestos removal while the other seven will be exempt. He noted that this would be approximately $12,000 in savings. He then answered Alderman Howard that while Goolsby has not performed work for the City in the past, they do have satisfactory references. He then answered that two of the houses are not in the Sunnyside Addition, one is on Peach Street and the other is on Jane Drive. Alderman Howard moved, seconded by Alderman Ray to approve the low bid from Goolsby Inc. in the amount of $37,068.00 with funds to be drawn from budgeted General Funds. MOTION CARRIED. Mayor Fletcher explained that Chief Sipes will offer the owners of condemned properties the option of using a dumpster provided by the City if they will demolish the house themselves. He stated that this will increase feasibility and avenues of having the condemned houses demolished. APPOINTMENT(S): ANNOUNCEMENT(S): City Hall will be closed January 16th in observance of Martin Luther King Day Mayor Fletcher stated that it was brought to his attention that he was instrumental in having the Gravel Ridge Post Office closed, adding that he would like to state for the record that he had nothing to do with any post office closings. Mayor Fletcher updated the City Council that there were 12 fireworks calls during the New Year holiday. He then noted that one of the newspapers reported that no one had applied for a fireworks permit, adding that the only holiday where a permit will be issued is July 4th. He stated that it is still against the Ordinance to discharge fireworks at any other holiday event. Alderman Robinson commented that twice in the last month the Little Rock Air Force Base has had front gate issues, which has caused the entire Toneyville area traffic to be backed up. He stated that he called Dispatch to have assistance in the area. He stated that he feels there needs to be better communication regarding these issues with the Little Rock Air Force Base and the Jacksonville Police. He related that he would have liked to have seen some officers directing traffic. Mayor Fletcher stated that he spoke with Colonel Minihan from the Little Rock Air Force Base, explaining that the Base was instituting a new scanning system that is linked to an international database and it was the first day the system was utilized. He related that this is a new system, explaining that part of the problem was that many vehicles did not have their new passes and it bogged down the traffic flow. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 5, 2012 7:00 P.M. – 7:27 P.M. He then related that he had pictures taken of the traffic congestion, hoping that it would help make the case to the Arkansas Highway Department for an interchange at Coffelt crossing. He stated that the Police were mostly involved with trying to keep vehicles from coming off the access on the Freeway, which is a very dangerous situation. He stated that he and Chief Sipes have a meeting tomorrow with Colonel Walters in efforts to coordinate better with the Base. He went on to say that he does not believe anyone could have anticipated the congestion problems. He then noted that Colonel Minihan apologizes to the Jacksonville community, adding that Colonel Minihan instituted some changes for today that seemed to alleviate the severity of problems. He noted that he did not receive any complaints this morning. He then related that Colonel Minihan will forward a letter along with pictures, in hope the Arkansas Highway Department will look at the evidence regarding an interchange. He explained that there are approximately 6,500 cars from North Pulaski that travel down Maddox Road that could easily access an interchange at Coffelt instead of coming into Jacksonville down North First Street. He went on to say that this would handle a third of the traffic on Vandenberg. He pointed out that it was not only dangerous for Jacksonville but was also bad on Hwy. 107. Alderman Robinson noted hazardous conditions with faded street striping underneath the Hwy. 67 overpass on North First Street and the adjoining access roads. Mayor Fletcher related that the area is the responsibility of the State and they are picky about city interference. Alderman Robinson also noted issues regarding the signalization, saying that there is not enough room to have a left hand turn signal. City Engineer Whisker noted that the Arkansas Highway Department is currently considering upgrading the entire intersection, including the left turn lane from Toneyville, with monies left over that Jacksonville contributed to the construction of the joint education facility. Other discussion ensued regarding circumstances that contributed to the traffic congestion, the need for officer assistance to help direct traffic and an interchange helping to alleviate traffic congestion. Mayor Fletcher reiterated his intention to send a letter to the Arkansas Highway Department requesting an interchange and meanwhile to investigate the possibility of creating an on-ramp at Coffelt as the most immediate temporary measure to alleviate the situation. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 5, 2012 7:00 P.M. – 7:27 P.M. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:27 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer