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13 MAR 07 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 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 March 7, 2013 at the regular meeting place of the City Council. Alderman Bolden delivered the invocation and Mayor Fletcher led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Bolden, McCleary, Ray, Mashburn, Traylor, Twitty, Robinson, and Howard answered roll call. Mayor Fletcher also answered ROLL CALL declaring a quorum. PRESENT NINE (9), ABSENT (1). Alderman Sansing was absent. Others present for the meeting were: City Attorney Robert Bamburg, Finance Director Cheryl Erkel, Police Chief Gary Sipes, IT Director Barbara McDaniel, Director of Administration Jim Durham, Human Resource Director Jill Ross, Battalion Chief Joe Bratton, CDBG Director Theresa Watson, Parks and Recreation Director Kristen Kennon, Assistant Parks and Recreation Director Kevin House, 911 Communications Director Tabby Hughes, Joe Ott, Code Enforcement Officer Charley Jenkins, Water Department Superintendent Jake Short, Glenda Fletcher, Marie Fletcher, Judy Schuetzle, Johnny Simpson, Jim Moore, Jack Danielson, Valerie Perry, Water Department Chairman Jim Peacock, Harold Stringfellow, Tommy Bond, Betty Jones, Joy Kinman, Bob Stroud, Roberta B. McGrath, interested citizens, and members of the press. PRESENTATION OF MINUTES: Mayor Fletcher presented the minutes of the regular City Council meeting of February 21, 2013 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 Bolden that the minutes of the regular City Council meeting of 7 February 2013 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ENGINEERING DEPARTMENT Alderman Ray moved, seconded by Alderman Bolden to approve the regular monthly report for February 2013. PERMITS/LICENSE ISSUED INSPECTIONS PERFORMED Building Permits 15 Building Inspections 30 Business Licenses 12 Electrical 27 Plumbing 26 HVACR 14 ROLL CALL: Aldermen: Elliott, Bolden, McCleary, Ray, Mashburn, Traylor, Twitty, Robinson, and Howard voted AYE. MOTION CARRIED. 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. DEVIATION IN AGENDA: Mayor Fletcher introduced the newly hired Fire Chief Allen Laughy. Fire Chief Laughy introduced himself, saying that he was the Assistance Fire Chief at the Little Rock Air Force Base. He stated that he is honored to be with the City of Jacksonville and is excited about the vision the leaders of Jacksonville have. Mayor Fletcher stated that while there were a lot of good candidates, he was impressed by Mr. Laughy’s vision and passion, adding that he believes the City has a lot of potential. He related that he likes for his directors to have both passion and vision. Alderman Howard noted that Little Rock Air Force Base Fire Chief Harold Stringfellow hired Allen Laughy fifteen years ago to work at the Little Rock Air Force Base Fire Department. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: Request to Accept Bid for Asbestos Removal & Demolition Code Enforcement Officer Charley Jenkins noted that four bids were received regarding the seven properties currently being proposed for demolition. He recommended the low bidder, noting that all specifications were met. Alderman Bolden moved, seconded by Alderman Ray to accept the low bid from Excavating Services in the amount of $23,500.00 with funds to be drawn from budgeted funds. In response to a question from Alderman Howard, Officer Jenkins stated that he does not have personal experience working with Excavating Services, but he did contact North Little Rock who had used them, saying that there was nothing negative reported. It was noted that the proposal is for the houses condemned in December. At this time, MOTION CARRIED. STREET DEPARTMENT: SANITATION DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. GENERAL: a. Request to Accept Bid regarding Sports Shooting Complex Mr. Tommy Bond of Bond Engineering related that this was the third time the project was sent to bid, explaining that some items were added back into the bid that were not bid the first two times. He stated that the low bidder was StoneBridge Construction from Jonesboro, Arkansas. He related that he, Mayor Fletcher and Kevin House went to the StoneBridge office for a visit, saying that they were very impressed, relating that they have contactor licenses in thirty-one states. He stated that they work all over the country and had just started a project in Portland, Oregon. He then noted that last August they finished an office project for the Arkansas Game and Fish, which they toured, saying that they were very impressed with the workmanship. He noted that he checked three out of fifteen references that were very favorable, adding that he is very comfortable with this firm. He stated that the low bid was $2,549,000.00, adding that StoneBridge provided a list of items that could be removed from the project without impacting the aesthetics or use of the facility. He then stated that the bid is at the money that is available, adding that there is still about $51,000.00 in contingencies, but it is felt the contingencies have been reduced. Alderman Elliott moved to accept the low bid from StoneBridge Construction. Mayor Fletcher noted that the contract bid would be $2,037,580.00. Mr. Bond added that figure is assuming that the City accepts the value engineering which reduces their contract price by $237,500.00. Alderman Mashburn seconded the motion. MOTION CARRIED with Alderman Robinson abstaining from the vote. Mayor Fletcher noted that the funds would be drawn from the Capital Improvement Fund. st Mr. Bond then answered that the start date would be by April 1, with an estimated 153 day construction period to complete the project. b. Request to Accept Bid for Matt & Towel Service Finance Director Cheryl Erkel related that they received four vendor bids, adding that references for G&K Services checked out so she is recommending the low bid. Alderman Ray moved, seconded by Alderman McCleary to accept the low bid from G&K Services in the amount of $16,066.70 with funds to be drawn from budgeted funds. MOTION CARRIED. 3 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. c. Request to Accept Bid for Uniform Rental Service Finance Director Cheryl Erkel noted that the same vendors who bid the Matt & Towel Service submitted bids for the Uniform Rental Service. She noted that currently the City is using Cintas, noting that after comparing prices she recommends keeping Cintas. She explained that Cintas is waving the setup charges for an additional 30-days, while Paramount was only offering to waive the charges for the initial setup. Alderman Ray moved, seconded by Alderman McCleary to accept the bid from Cintas. Alderman Bolden noted that the prices from G&K Services are cheaper than Cintas. Finance Director Cheryl Erkel explained that the G&K Services bid includes a $2.00 setup charge, $2.00 name emblem charge and a $2.00 logo fee for each new employee. She then added that they are also charging a $6.00 invoice fee for each invoice. She stated that with these additional charges their bid is higher than Cintas. City Attorney Bamburg clarified that Cintas is the low bidder. At this time MOTION CARRIED. d. Discussion regarding electronic City Council agendas Alderman Bolden recalled that this was brought up at the previous City Council meeting, saying that he feels it is essential that the City begin moving toward being paperless. He suggested that the City Council members receive their agendas electronically, and have it available online for others. He stated this would save the City on paper costs. Alderman Howard stated that he had researched going paperless sometime back, saying that it becomes expensive because the City is responsible for purchasing computers for each City Council member. He added that while “going green” is the way to go it is really expensive. Alderman Mashburn suggested that printed copies still be made available for members who want their agenda delivered. Mayor Fletcher noted that there are options available given the technology that is available in the Council Chambers for the audience. Director of Administration Jim Durham stated that he did not feel that the agendas on the table for audience pickup should continue to be printed. He went on to say that the feels the agenda should televised on the large screen and the monitors at the aldermen stations to be viewed during the meeting. He noted that the agenda would be on the City website for printing. 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. Alderman Traylor commented that he would like to see the agenda in one PDF file. It was the consensus to let City Clerk Davitt know whether each member would like to continue with the paper copy or have it electronically. e. PRESENTATION of Fallen Heroes Memorial Mrs. Valerie Perry introduced Betty Jones to present the Fallen Heroes Memorial Garden. She noted that Aldermen Twitty and Mashburn are also on the Committee. She presented a PowerPoint presentation, noting that the memorial will be located at the new Public Safety Building on Marshall Road. She explained that the memorial was conceived as a result of the death of Fire Captain Donnie Jones. She stated that the Fallen Heroes Memorial will honor Police and Firemen that have fallen in the line of duty. She presented the layout of the Garden, noting that it will be in a highly visible location right outside the Police Department training area. She explained that the three sided monument would have the Police emblem on one face and the Fire emblem on another face of the pillar. She added that Captain Jones will be listed under the Fire side of the monument. She demonstrated that there would be a waterfall feature at the bottom of the monument, adding that the artist concept includes the landscaping. She related that the Committee is working on grants to help fund the construction, pointing out that the project is estimated to be around $40,000.00 to $45,000.00 for the entire concept. She then noted that currently they have donations in the amount of $9,600.00. She related ongoing efforts to build community awareness, adding that they plan to visit with the various civic clubs and Jacksonville businesses. She noted that an individual can purchase space for their name on the post for $100.00 to $999.00, adding that $1,000.00 would purchase a space on the top of the post. She noted that there would be a plaque explaining the dedication of the monument honoring the Fire and Police. She acknowledged local artist Ms. Roberta McGrath for donating the conceptual sketches and plans. She made information brochures available for distribution, asking that City Council members help spread the word to help generate interest and donations. Alderman Elliott commended Mrs. Perry and the Committee for their contributions and volunteerism, saying that this is a great project for the City. Mrs. Perry then answered that the completion date would depend on the donations reaching their target goal. Alderman Mashburn stated that they are hoping to have it started by the summer and completed this year. Mayor Fletcher noted that there is a gallery of Ms. Roberta McGrath’s work on display outside the City Council chambers. He stated that the City is fortunate to have a world-class artist in the community. 5 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. APPOINTMENT(S): WATER DEPARTMENT Alderman Ray moved, seconded by Alderman Bolden to approve the appointment of Joy Kinman to the Water Commission to fill the unexpired term of James Bolden for a term to expire 4/20/2017. MOTION CARRIED. ANNOUNCEMENT(S): Mayor Fletcher announced that both the Red Devil Girls and Boys will be playing tomorrow night at Barton Coliseum at 7:00 p.m. He noted that both games would be back to back. He encouraged everyone to come out in support of both teams. He then noted that there would be a school pep rally tomorrow at 2:00 p.m. Mayor Fletcher then announced that a retirement party will be held in honor of the many years former Alderman Bob Stroud served on the City Council at the First Baptist Church. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:27 p.m. MOTION CARRIED. A member of the audience asked to be recognized regarding the property located at 119 Roosevelt Road. Alderman Bolden moved, seconded by Alderman McCleary to reconvene the meeting. Mr. Hall stated that he is the father of Duane Hall, owner of the property at 119 Roosevelt Road. He noted family illness and job restraints as hardships that have prevented a timely completion of the project. He continued saying that he is requesting the City Council to allow them a deadline extension to comply with the project phase line as previously accepted by the City Council. Code Enforcement Officer Charlie Jenkins reviewed that the property was presented to the City Council for demolition in November; he stated that due to some miscommunication Mr. Hall was issued a building permit. He then said that when it was brought before the City Council it was determined that since Mr. Hall was issued the building permit he would be given until March 15, 2013 to complete the rehabilitation. He added that he believes Mr. Hall was also responsible for reporting back to the City Council with regular progress reports. He then recalled that he had updated the City Council at the previous meeting, explaining that he had not seen any progress on the house since before Christmas. He went on to say that there was no communication to him regarding any hardships. He related that he caught up with Mr. Hall at the house recently and told Mr. Hall that because of the lack of cooperation, he would be moving the house back onto the demolition list. He stated that he would oppose Mr. Hall being given an extension of time due to the lack of cooperation to this point. 6 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. Mr. Hall stated that he would like to have the opportunity his son had, saying that he would be in charge of the project and would assure the City Council that it would be completed and done correctly. He stated that it would offer someone a place to live and not just be an empty lot. He stated that he has not met Officer Jenkins but would like an opportunity to work with him. He reiterated the undue circumstances, but added that he is sincere. Mayor Fletcher stated that the City’s frustration is the lack of communication, which had previously been one of the stipulations. He noted the public’s frustration when properties fall in this state of disrepair. He stated that it is sometimes hard to have empathy when properties are ignored for years and the entire neighborhood suffers. Mr. Hall then answered Alderman Howard that he worked at the property approximately one month ago. He added that he learned of this situation on Sunday. He continued saying that he would like to be the contact for this property and he would be responsible. He stated that he would provide the City with his address, phone number, or anything else asked for. He stated that he is retired and has the time to work on the property, adding that he will do what he promises. He added that he has people to help and the equipment to get the job completed. He went over the scope of repairs, saying that what is left is the floor in the kitchen area, a toilet for the bathroom, and work on the bathroom floor. He continued saying that the wall are ready for drywall. Alderman Ray questioned why they would not communicate with Code Enforcement all the work that had been completed. He went on to say that the meeting has been adjourned and this is out of order. He suggested that Mr. Hall get back on the agenda for the next City Council meeting. Mr. Hall stated that they came to the City Council meeting to respond to Officer Jenkins’ letter. Mayor Fletcher asked Officer Jenkins if he had performed any inspections at the property since the extension was granted to Duane Hall. Officer Jenkins offered that within a week or so, he went to the property and Mr. Duane Hall was not working. He then added that shortly before Christmas not only him but Officer Nolan made regular checks by the property and never saw anyone working on the property. He stated that when he talked to Mr. Hall a few days ago he had an opportunity to view the add-on and it did not look as if any work had been done to that part of the house. Further discussion ensued regarding the recent improvements to the outside with the rebuilding of the front and rear porches. He then explained that he felt this City Council meeting was his opportunity to 7 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. respond to the letter sent by Officer Jenkins. He added that he wanted to offer Officer Jenkins a plan that he fully intends to carry out. Mayor Fletcher noted that the plan is actually over two months late. He explained that the plan was supposed to have been submitted following the City Council meeting in November. He stated that the property would have to have had inspections at certain stages of completion. He then stated th that the extension expires March 15. th Mr. Hall noted that the letter was posted on the house March 5 and he is responding to that request by Officer Jenkins. Mr. Duane Hall noted that there was a plan submitted to Officer Jenkins. Officer Jenkins responded that the plan occurred prior to Mr. Hall appearing before City Council. Mr. Duane Hall stated that the plan was submitted after the City Council th granted him an extension until March 15. Officer Jenkins responded that Mr. Hall did not adhere to that timeline. Mr. Duane Hall agreed that he is out of compliance with the timeline that he had previously submitted. Officer Jenkins pointed out that in the initial meetings with Mr. Hall regarding the scope of repairs; it was Mr. Hall who had proposed the timeline for the full completion of repairs. He added that he did not put forth unreasonable expectations because Mr. Hall set his own timeline. He then noted that since the property has to come back before the City Council in a Resolution, he is in the process of having it st brought back in a public hearing on the 21 of March. Alderman Traylor asked that pictures of the progress be submitted to the st City Council at the meeting on March 21. Mr. Hall questioned if he is allowed to continue to work on the house. th City Attorney Bamburg clarified that the deadline is March 15. st Mr. Hall quoted the letter, saying that he has to come back on March 21 when it will be recommended that it be demolished. Mayor Fletcher and City Attorney Bamburg clarified that the house has already been condemned. City Attorney Bamburg further clarified that the th City Council offered a deadline of March 15 for all work to be completed or the property to be put in Code compliance. Discussion ensued as to the work necessary in order to have the house Code compliant. 8 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. Alderman Ray told Mr. Hall to go ahead and keep working on the house, telling Mr. Hall that he would have to come back to City Council on March st 21. Mayor Fletcher and City Attorney Bamburg clarified that the house has already been condemned and Mr. Hall would not have to come back on the st 21. th Mayor Fletcher stated that Mr. Hall has until March 15 to have the house in Code compliance. At this time MOTION CARRIED for the City Council to reconvene at 7:44 p.m. Further discussion ensued and the following motion was made: Alderman Ray moved to allow Mr. Hall to put his complaint on the next City Council meeting of March 21, 2013 and continue to work on the house; the City Council will consider the work done on the house. In response to a question from Alderman Robinson, Alderman Ray answered that he is extending the deadline to March 21, 2013. Alderman Bolden stated that he feels Mr. Hall should be given till March 21, 2013 to have everything completed, offering this grace in lieu of the st letter being sent by mistake. He stated that on the 21 there is no excuse, it has to be completed. Alderman Bolden seconded the motion on the floor. Mayor Fletcher clarified the motion that the deadline is extended to March 21, 2013, the item will be on the City Council agenda and the house needs to be Code compliant. st Alderman Traylor suggested taking the deadline of the 21 out of the motion because if the house is only three days from being completed - will the City Council demolish the house? He continued saying he would st like to see where the progress is on the 21and then set a deadline at that point. Mrs. Hall stated that she has an appointment for the windows to be replaced but was waiting for the weather to clear up, saying that the th earliest she can have them at the house is on March 15. She asked if st they could return on the 21 and show the City Council their progress. Alderman Ray stated that if they are making the effort the City Council st will consider that on the 21. He noted that the City Council could st grant more time after the 21 in lieu of any major progress. Alderman Elliott noted that there have not been any inspections regarding the electrical. 9 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2013 7:00 P.M. – 7:52 P.M. Code Enforcement Officer Jenkins stated that he would have to check with the building inspector regarding any inspections. Mr. Hall stated that he has had inspections. Alderman Ray called for question to the motion. ROLL CALL: Aldermen Bolden, Ray, Traylor, and Twitty voted AYE. Aldermen Elliott, McCleary, Mashburn, Robinson, and Howard voted NAY. MOTION FAILED. It was clarified that the deadline remains March 15, 2013 to have the house completed. ADJOURNMENT: Without objection, Mayor Fletcher adjourned the meeting at approximately 7:52 p.m. MOTION CARRIED. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR GARY FLETCHER City Clerk-Treasurer 10