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98 JUL 02.DOC CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. REGULAR CITY COUNCIL MEETING - CITY HALL - #1 MUNICIPAL DR. The City Council of the City of Jacksonville, Arkansas met in Regular Session on July 2, 1998 at the regular meeting place of the Council. Alderman Bill Howard delivered the invocation after which Mayor Tommy Swaim led the standing audience in the "Pledge of Allegiance" to the flag. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard answered ROLL CALL. Mayor Swaim also answered ROLL CALL declaring a quorum. PRESENT eight (8), ABSENT (0). Others present for the meeting were: City Attorney Robert E. Bamburg, City Engineer Duane Reel, Public Works Director Murice Green, Deputy City Clerk Susan Davitt, Police Chief Larry Hibbs, Finance Director Paul Mushrush, OECD Director Frank Rowland, Fire Chief John Vanderhoof, Mrs. Dee Dee Hibbs, interested citizens and members of the press. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council Meeting of June 4, 1998 for approval and/or correction at the next Regular City Council Meeting with noted corrections in paragraph three of page one and paragraph eight of page six. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Fletcher moved, seconded by Alderman Howard that the minutes of the Regular City Council Meeting of 21 May 1998 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/FIRE DEPARTMENT Chief Vanderhoof thanked Mayor Swaim and the Council for their confidence in his appointment as Fire Chief. He praised the Fire Department and stated that with continued support from the Council the Fire Department will be in great shape for the 21st Century. Alderman Smith moved, seconded by Alderman Elliott that the Regular Monthly Report for June of the Jacksonville Fire Department be APPROVED. (Said report reflects an estimated fire loss of $8,300.00 for the month of June.) ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY 0. MOTION CARRIED. REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Smith moved, seconded by Alderman Elliott that the Regular Monthly Report for June of the Jacksonville Police 1 Department be APPROVED. Said report reflects: Fine Settlements, $66,574.22, CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. Miscellaneous Payments $300.00 Report Sales $329.00 for a total Collections of $67,203.22. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY 0. MOTION CARRIED. WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: Request to Accept Bid for Street Striping & Raised Pavement Markers Alderman Wilson moved, seconded by Alderman Ray to Approve the recommended low bid from Time Striping, Inc. in the amount of $11,289.52. MOTION CARRIED. PARKS & RECREATION DEPARTMENT: PLANNING COMMISSION: ORDINANCE 1098 (#8-98) AN ORDINANCE RECLASSIFYING PROPERTY IN THE CITY OF JACKSONVILLE, ARKANSAS (GENERAL LOCATION: NEAR VANDENBERG DRIVE, JACKSONVILLE, ARKANSAS); AMENDING ORDINANCE NUMBERS 213 AND 238 AND THE LAND USE MAP OF THE CITY OF JACKSONVILLE, ARKANSAS; AND, FOR OTHER PURPOSES. Alderman Smith moved, seconded by Alderman Elliott to place the Ordinance on FIRST READING. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance. Alderman Ray moved, seconded by Alderman Smith to dispense with the reading of the Ordinance in its entirety. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. Alderman Ray moved, seconded by Alderman Sansing to ACCEPT the Ordinance on FIRST READING. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Ray moved, seconded by Alderman Wilson to suspend the ynrules and place the Ordinance on SECOND READING. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, 2 and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon City Attorney Bamburg read the Ordinance for the Second Time. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. Alderman Sansing, moved, seconded by Alderman Ray, that Ordinance be placed on THIRD AND FINAL READING. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. Ordinance read THIRD AND FINAL TIME by City Attorney Robert Bamburg. Alderman Elliott moved, seconded by Alderman Ray, that Ordinance 1091 be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Smith moved, seconded by Alderman Sansing, that the EMERGENCY CLAUSE be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Elliott, Smith, Sansing, Lewis, Ray, Wilson, Fletcher, and Howard voted AYE. NAY (0). Motion received eight (8) affirmative votes, (0) negative votes. MOTION CARRIED. ORDINANCE APPROVED AND ADOPTED AND NUMBERED 1098 THIS THE 2ND DAY OF JULY 1998. b. FINAL PLAT: Bushwood Estates Mayor Swaim related that the Final Plat of Bushwood Estates has been withdrawn by recommendation from the City Engineer for completion and requested that it not be acted upon at this time. GENERAL: a. RESOLUTION 507 (#3-98) A RESOLUTION URGING SUPPORT AND ENDORSING THE PARTICIPATION OF CONESTOGA WOOD SPECIALTIES, INC. PARTICIPATION IN THE ADVANTAGE ARKANSAS PROGRAM (FORMERLY THE ARKANSAS ENTERPRISE ZONE PROGRAM - ACT 947 OF 1993); AND FOR OTHER PURPOSES. Mayor Swaim related that Conestoga is planning an expansion and have requested support from the Council so that they can receive tax credits through the Arkansas Advantage Program. Alderman Wilson moved, seconded by Alderman Sansing to read Resolution 507 (#3-98). MOTION CARRIED. Resolution read by City Attorney Robert Bamburg. Alderman Ray moved, seconded by Alderman Smith to dispense with the reading of the Resolution in its entirety. MOTION CARRIED. 3 Mayor Swaim related that in a letter received from Conestoga, plans are to spend 7.4 million in equipment upgrade and building construction; creating hopefully as many as sixty-seven new jobs. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. Alderman Sansing moved, seconded by Alderman Lewis that Resolution 507 (#3-98) be APPROVED and ADOPTED. MOTION CARRIED. b. PRESENTATION of 1997 Audit Mayor Swaim related confidence in the firm of McAllister and Associates who won the bid for audit this year adding that the local firm has worked very hard and takes pride in the audit. He related that the City of Jacksonville conducts an annual audit instead of just a two year audit as required by State law. Mr. Mac McAllister expressed appreciation for the opportunity to again perform the City audit and stated he is pleased to be associated with the professional organization in the City Finance Department. He related that presentation of the comprehensive financial report of the City of Jacksonville marks the first year for the City to publish a Comprehensive Annual Financial Report (CAFR) which represents a significant accomplishment by the City to provide the public and City management with a clear and thorough understanding of the City's finances. He related that CAFR is published by the City Finance Department and it is the auditors job to report on the fair presentation of the financial statements contained therein. He stated that CAFR goes beyond the reporting requirements of generally accepted accounting principals to provide users with a wide variety of information which is useful in evaluating the City's financial condition. He related that the 1997 report is divided into four major sections: 1) Introductory Section which describes the City, its organization, the principal officials and the scope of services provided. He emphasized that the most important part of the Introductory Section is the transmittal letter from Mayor Swaim and the Finance Director which contains a discussion of the local economy and its impact on the City. 2) Financial Section which list major incentives, service efforts and accomplishments during the last fiscal year. He stated that the financial overview discusses and summarizes the fiscal affairs of the City. He related that it also includes the auditors opinion and combining of individual funds, financial statements and schedules. 3) Single Audit Section which includes the schedule of federal/state financial assistance, the auditors' report on internal control and compliance. 4) Statistical Section which provides supplementary data and trends over an extended period of time i.e. ten years. It also provides social, economic and demographic information. 4 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. He related that some of the highlights included in the report are total operating revenues of $13,517,000 which represents an increase of approximately 2.4% over 1996. The City share of Pulaski County one cent sales tax was $4,527,000 and from the City one cent sales tax revenues $2,395,000 were received. Together they constitute slightly over 50% of total revenue. State tax turnback and utility franchise fees contribute 16% and 8% perspective. Total operating and capital expenditures in 1997 were $12,840,000 an increase of approximately 6% over 1996. Revenues exceeded expenditures by approximately $677,000 in 1997 thereby increasing the fund balances to $9,728,00 at the end of 1997. He stated that it should be noted that of this amount 5.7 million is designated for future projects as of December 31, 1997. He related that as auditor, the opinion on the general purpose financial statements to the City, were no reportable conditions on the internal control or material instances of non-compliance with laws and regulations relating to the audit or the financial statements, and there were no questioned audit findings relative to the federal grant award programs of the City for 1997. He stated that a management letter has been issued, and is included in the annual report reporting on prior year and current year audit findings of an immaterial nature. Overall 1997 was a good and successful year for the City of Jacksonville with good budgetary controls contributed to effective containment of cost. The City continues to fulfill its' financial responsibility in a conservative "pay as you go" manner which makes the most of the resources available. The City administration has long been recognized for its leadership in all aspects of financial management. He related that the CAFR report has been submitted to the Government Finance Officers Association of the United States and Canada for consideration regarding a Certificate of Achievement in excellence in financial reporting. He related that it is a nationally recognized award and is the highest form of recognition for excellence in state and local government financial reporting. He noted that currently only six cities in Arkansas are recipients of the award, adding that he believes the City of Jacksonville CAFR report meets all of the requirements of the certificate achievement program. He stated that special recognition should go to the City Finance Department and Finance Director for publishing a quality annual finance report that steps 5 up the City financial reporting to the next level. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. He concluded in expressing appreciation to the Council for the opportunity to serve as City Auditors, adding that the business relationship with the City of Jacksonville is greatly valued. He said personally that it is an honor and pleasure to live in the City of Jacksonville and serve as auditors, adding that it is a city to be very proud of. He commended great City government. Mayor Swaim noted that aside from the 5.7 million designated for projects; the City is required to maintain a thirty to sixty day operations fund stating that $1,205,000 is set aside for that and emergencies. He noted $304,000 in an emergency street fund. Paul and his staff were commended regarding the CAFR report and Mayor Swaim reiterated those sentiments. Mayor Swaim expounded on capital improvement projects during 1997, pointing out expenditures such as 1.2 million plus for the radio system, adding that funds were saved to fund the project. He related that the City of Jacksonville is one of the few cities in Arkansas which does not carry any bond indebtedness and has a good bond rating. He related that $600,000 for sewer improvements will come from 1998 funds. Finance Director Paul Mushrush commended his staff regarding involvement with the CAFR report. He commended Cheryl Erkel for hours of data accumulation for the statistical reports. He pointed out that credit for taking the picture on the front cover goes to Parks and Recreation Director. He related that the activity reflected throughout the CAFR report is not possible without the support and tools provided by the Council. He pointed out that the schedule of capital projects, appropriations, and expenditures are an example of their activity. Mayor Swaim related that it is very pleasing that two million dollars was spent in capital projects this year without going back to the public for additional funding monies, adding that it does not take into consideration the sanitary sewer improvements which is not a normal general fund expenditure. Alderman Wilson added that these accomplishments are not possible without the leadership from Mayor Swaim, providing the tools and resources and working well with the auditors. 6 Alderman Ray related interest from investment bankers at the Municipal League meetings regarding the way Jacksonville conducts it business. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. Mayor Swaim related that friends in the bonding business have remarked that the "pay as you go" method makes it hard for them to make a living. Alderman Howard complimented Mayor Swaim as the new president of the Arkansas Municipal League, adding that it is a great honor for the City of Jacksonville. Mayor Swaim remarked that with support from a good staff he is able during what is a legislative year to encourage positive outcome regarding outside projects that affect municipalities. Mayor Swaim related that the City of Jacksonville was the only larger city to be awarded the "Four Star Municipality Award" at Municipal League. He stated that the award is based on excellence in loss control for areas of "Employment Safety", "Wellness", Vehicle Safety", and "Prevention of Legal Liability". He noted that the award has been won twice in the previous five years by the City of Jacksonville, adding that to his knowledge Jacksonville is the only city he knows that has received the award twice. He commended Liz Tuck and other members of the staff for their contribution with control of cost regarding workers compensation. DEVIATION IN AGENDA: RESOLUTION 508 (#4-98) A RESOLUTION EXPRESSING THE WILLINGNESS OF THE CITY OF JACKSONVILLE, ARKANSAS TO UTILIZE FEDERAL-AID MONIES FOR THE FOLLOWING CITY PROJECTS: JOB # 060836, MAIN STREET RAILROAD GRADE SEPARATION (JACKSONVILLE)(S); AND, FOR OTHER PURPOSES. Mayor Swaim related that the Resolution states the federal participating ratio for 80% with 20% city match. Alderman Sansing moved, seconded by Alderman Wilson to suspend the rules and place Resolution 508 (#4-98) on the agenda for consideration. MOTION CARRIED. Alderman Smith moved, seconded by Alderman Sansing to READ Resolution 508 (#4-98). MOTION CARRIED. City Attorney Bamburg read Resolution 508 (#4-98) in its entirety. Alderman Fletcher moved, seconded by Alderman Lewis to ADOPT Resolution 508 (#4-98). MOTION CARRIED. 7 APPOINTMENTS: CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 2, 1998 7:00 P.M. - 7:39 P.M. ANNOUNCEMENTS: RATE INCREASE/COMCAST CABLE Mayor Swaim related that after the City filed complaints regarding the rate increase of last November with the Federal Communications Commission the decision has been made to lower rates from $18.59 to $18.52 and make it retroactive to November of last year. He stated that while the results are not as hoped it shows the process was not a total futility. Mayor Swaim announced that City Hall will be closed July 3, 1998 for the fourth of July celebration. ADJOURNMENT: Mayor Swaim adjourned the meeting at approximately 7:39 p.m. Respectfully, ___________________________ ____________________________ Lula M. Hawkins MAYOR City Clerk-Treasurer ____________________________ Susan L. Davitt Deputy City Clerk 8