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12 JUN 07.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JUNE 7, 2012 7:00 P.M. – 7:15 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 June 7, 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, Sansing, Ray, Traylor, Stroud, Robinson and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT SEVEN (7), ABSENT (3). Aldermen Smith, McCleary, and Rinker were absent. Others present for the meeting were: City Attorney Robert Bamburg, Director of Administration Jim Durham, Finance Director Cheryl Erkel, Fire Chief John Vanderhoof, City Engineer Jay Whisker, Police Chief Gary Sipes, IT Director Barbara McDaniel, Human Resource Director Jill Ross, City Engineer Jay Whisker, Parks and Recreation Director Kristen Kennon, CDBG Director Theresa Watson, 911 Communications Director Tabby Hughes, Wastewater Manager Thea Hughes, Rizzell Aaron, Planning Commissioner Jim Moore, Pastor Ricky Allen, Police Captain Kenny Boyd, Marie Fletcher, Glenda Fletcher, Tammy Bourdo, Mary Twitty, Avis Twitty, Derrick and Autumn Evans, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of May 17, 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 19 April 2012 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Sansing moved, seconded by Alderman Elliott to approve the Regular Monthly Report for May 2012. PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 19 Building Inspections 37 Business Licenses 14 Electrical 35 Plumbing 31 HVACR 21 ROLL CALL: Aldermen: Elliott, Sansing, Ray, Traylor, Stroud, Robinson, and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JUNE 7, 2012 7:00 P.M. – 7:15 P.M. POLICE DEPARTMENT: STREET DEPARTMENT: SANITATION DEPARTMENT: Request to accept selling bid for Sanitation Truck Mayor Fletcher noted that two bids were submitted, one for $17,777.00 and one for $62,503.68. He stated that while generally the low bid is the normal avenue, because the City is selling the truck, the highest bid is the desirable bid. He related that the funds will be put back into the Street Department budget for future equipment purchases. Alderman Ray moved, seconded by Alderman Sansing to accept the high bid from Peterbilt Truck Company Services. MOTION CARRIED. PARKS & RECREATION: PLANNING COMMISSION: GENERAL: a. Request approval for construction loan for Capital Improvement projects. Finance Director Cheryl Erkel explained that two bids were received regarding a construction loan, one from First Arkansas Bank & Trust and one from Centennial Bank. She stated that First Arkansas Bank came in with a lower interest rate of 2.249%. She related that it would be a fixed interest loan, recommending the bid from First Arkansas Bank & Trust. She noted that the City is requesting a 3.1 million dollar loan, but added that the amount may not be that high, explaining that currently there is approximately 8.3 million projected for projects. She stated that this loan would help finance those projects, adding that some of the projects are tied to grants with time restraints, making it necessary to procure funds for timely completion. Mayor Fletcher stated that there are approximately five Capital Improvement projects, adding that all but the Graham Road project would be completed this year. He explained that the list includes two round-a- bouts, the Senior Citizen safe room, and the Public Safety building. He reiterated that while the request is for 3.1 million, it may not require that much to finish the projects, adding that funds will be borrowed as the projects require for completion. Alderman Ray moved, seconded by Alderman Sansing to accept the bid from First Arkansas Bank & Trust regarding a 5-year fixed loan at 2.249%. MOTION CARRIED. th b. Set public hearing regarding condemnations and liens for June 28 @ 7:00 p.m. Alderman Elliott moved, seconded by Alderman Sansing to set the public hearing as requested. MOTION CARRIED. 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JUNE 7, 2012 7:00 P.M. – 7:15 P.M. DEVIATION IN AGENDA: Valentine–Wooten Road wastewater project Wastewater Manager Thea Hughes explained briefly that the Valentine- Wooten Road area has been trying to get sewer service for approximately 20 years. She added that they have been able to get grants and other funding to help facilitate that project. She stated that there have been many challenges regarding this project given lawsuits with the contractor leaving the job, along with numerous happenstance that have held the project up from completion. She related that currently the system was put in about five years ago, adding that the contractor left the job unfinished with many defects, so the project has been on hold. She explained that the State came up with additional funds and hired a new contractor to make the repairs, which have been ongoing since January. She noted that the contract was awarded by sealed bid in January. She added that in making the known repairs other deficiencies have been identified, which is often the case when you dig regarding lines in the ground. She related that because of the additional deficiencies, the project is approximately $100,000 short of being able to be completed. She noted that thus far the State has contributed 3.5 million dollars to have the project completed, adding that now funding is $100,000 short. She related that a meeting was held to consider other ways to make up the shortfall. She related that one option was a grant from the Delta Regional Authority, adding that they received word today that they have a good possibility of receiving that money but will not know for sure until next week. She then related that another possibility is that the Sewer Commission could choose to move forward and assist the project. She explained that the current contract is between the Valentine-Wooten Public Facilities Board and the contractor, adding that if the monies are received from the Delta Regional Authority, it will come through the City of Jacksonville or through the Wastewater Utility, which means either one of those entities will have to enter into a contract with the contractor for that amount. She continued asking the City Council to consider waiving the process of sealed bids so the project can continue with the present contractor who is on the job and did receive the contract originally by sealed bid. Mayor Fletcher concurred that it would not be productive to the job to bid the last $100,000 of the project. He then related that he had received a call from the Governor who is excited to see the project completed. He related that the residents have been long suffering through the many setbacks of this project. Wastewater Manager Thea Hughes stated that the situation is at a very critical state, explaining that some of the residents have sewage on the ground and are having to pump their sewage. She went on to say that for these reasons the Delta Regional Authority appears to be in agreement of awarding the funds. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JUNE 7, 2012 7:00 P.M. – 7:15 P.M. Alderman Stroud pointed out that part of the area is outside the City limits, but the City is working to have the area annexed. Mayor Fletcher noted that several residents have already signed an annexation petition, adding that he would like to make it clear that while they may want to come into the City they will have to comply with City codes. Alderman Ray assured Mayor Fletcher that the residents are aware and understand having to adhere to all City codes. He stated that the residents are willing to give up County standards and go with the City rules in order to solve the problems they are experiencing. Mayor Fletcher stated that it will be three weeks before the City Council is scheduled to meet again, there should be an answer from the Delta Regional Authority in a week, asking if the Council would consider holding a special called meeting if the funding comes through. Alderman Howard moved, seconded by Alderman Stroud to hold a special th called City Council meeting Thursday, June 14 to address this issue for the Wastewater Utility. MOTION CARRIED. APPOINTMENT(S): ANNOUNCEMENT(S): Alderman Stroud stated that it was not Mayor Fletcher’s fault regarding the removal of church signage coming into Jacksonville. He added that the Sign Committee was addressing the issue, adding that the signage has needed attention for the last 10 to 15 years. He stated that he feels the issue got out of hand. Mayor Fletcher concurred, noting that the City was accused of closing a restaurant when that was not true. He added that he met with the churches and once they understood the background, they supported the option of having a single sign showing unity among the churches in Jacksonville. Alderman Ray moved to adjourn. Mr. Rizzell Aaron stated that he has an announcement. He related that Arkansas Talks is a non-profit newspaper started in Jacksonville, adding that he will be the Bureau Chief. He went on to say that there would be two writers for the paper, adding that it will be a new media outlet. He stated that the paper would be writing stories that concern Jacksonville. He related that they are also working on a cable television show that will deal with the same issues. 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JUNE 7, 2012 7:00 P.M. – 7:15 P.M. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:15 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 5