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99 JUL 01.DOC CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 1, 1999 7:00 P.M. - 7:30 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 July 1, 1999 at the regular meeting place of the Council. Alderman Howard delivered the invocation after which Mayor Swaim led the standing audience in the "Pledge of Allegiance" to the flag. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Gentry, Wilson, Fletcher, Williamson, and Howard answered ROLL CALL. Mayor Swaim also answered ROLL CALL declaring a quorum. PRESENT eight (8), ABSENT (2). Others present for the meeting were: City Attorney Robert E. Bamburg, Deputy City Clerk Melanie Green, Administration and Public Works Director Murice Green, City Engineer Duane Reel, Finance Director Paul Mushrush, Finance Accountant Cheryl Erkel, Purchasing Agent C.J. Brown, Police Chief Hibbs, Fire Chief Vanderhoof, Parks and Recreation Director George Biggs, OECD Director Frank Rowland, Mrs. Judy Swaim, Mrs. DeDe Hibbs, Mrs. Edith Smith, Mrs. Lindy Lewis, Mr. Terry Sansing, Leader Reporter Robert Cox, Democrat Gazette Reporter Larry Ault, and interested citizens. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council Meeting of 17 June 1999 for approval and/or correction at the next Regular City Council Meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Wilson moved, seconded by Alderman Howard that the minutes of the Regular City Council Meeting of 3 June 1999 be APPROVED. MOTION CARRIED. CONSENT AGENDA: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: PARKS & RECREATION DEPARTMENT: PLANNING COMMISSION: GENERAL: a. PRESENTATION OF 1998 COMPREHENSIVE ANNUAL FINANCIAL REPORT Mr. Mack McAlister of McAlister & Associates recognized Gerald Clark and Finance Director Paul Mushrush for the audit accomplishment. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 1, 1999 7:00 P.M. - 7:30 P.M. He related that his firm is pleased to present the audit which is included in the Comprehensive Annual Financial Report and pointed out that this marks the second year the City has published the Report known as CAFER. He said that the City was one of only six in the state of Arkansas to receive an award in 1997 for its excellence in financial reporting. He commented on the superb achievements in government reporting standards for the City. He referred to his letter to Council and highlighted areas of attention. He encouraged the members to contact his office regarding any questions. He then related that the City's revenue for 1998 was approximately sixteen million dollars which represents an increase of 1.7% over the 1997 revenues. He said that the increase can partly be attributed to the new one-cent sales tax designated for the Wastewater system improvements which began in January 1998. He related that the City of Jacksonville is financially healthy and doing well. He stated that his opinion of the general purpose financial statement of the City is that there are no reportable conditions on internal controls or material instances of non-compliance with the laws and regulations relating to the audit. He expressed gratitude for the opportunity to work with a quality City finance department and thanked the City Council. In response to a question posed by Alderman Wilson, Mr. McAlister related that the five items regarding recommendation are minor in nature and have been corrected with only one pending contract item that is being addressed by the City Attorney. He also responded that it is a function of management control to oversee the particulars regarding overpaid invoices. Alderman Wilson questioned notification by the computer if the payout amount exceeds the original amount of contract. Mr. McAlister said that he is confident that if the technology exists Mr. Mushrush will investigate. Mayor Swaim noted the long hours he has observed Paul and Gerald working on the audit and the thorough manner of which the audit was conducted. b. Request to Accept Bid Uniform Rental Agreement CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 1, 1999 7:00 P.M. - 7:30 P.M. Mayor Swaim related that of the two companies participating in the bid process Cintas completed the entire request of items while Ameripride only submitted a unit price leaving other items unbid. He also related that Ameripride presently contracted by the City has a history of documented problems. He stated that for those reasons the recommendation is for Cintas. Alderman Smith moved, seconded by Alderman Elliott to award uniform rental bid to Cintas in the amount of $17,836.00 and reject the bid from Ameripride. MOTION CARRIED. Mayor Swaim noted that these are budgeted items to be drawn from the prospective departments. ANNOUNCEMENTS: OECD CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT: Mayor Swaim pointed out the Consolidated Annual Performance and Evaluation Report provided to Council from the Economic and Community Development Department is an annual report required by HUD. GRASS MOWING AND UNSIGHTLY CONDITIONS: Mayor Swaim related that with the wetter than usual spring weather there has been an increase in grass mowing calls. He assured that the Code Enforcement Officers are working on those conditions and have sent 392 letters regarding grass and unsightly conditions. He related that 56 lots have been contracted for mowing by an outside company. He asked that citizens be patient pointing out the lengthy process regarding the time of notice and proper procedure. He stated that the lot maintenance expenditure of $3,000.00 may exceed itself for 1999. He reiterated that the mowing situation is time consuming and can be frustrating. APPOINTMENTS: HOSPITAL BOARD APPOINTMENTS Mayor Swaim related that Hospital Board recommends their own appointments and has further recommended a staggering of those appointments in order to keep knowledge and experience consistent among membership. He related that with the extensive issues such as Medicare and Medicaid along with major renovation, experience is vital. He pointed out the different health facilities that have recently opened in Cabot, Ward and Lonoke, adding that it is a very detailed operation. Alderman Wilson moved, seconded by Alderman Elliott to approve the appointments of Mr. Roy Hart for a term to expire 30 June 2003, Mrs. Terry Roy for a term to expire 30 June 2000, and Mr. Alton Higginbotham for a term to expire 30 June 2002. MOTION CARRIED. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 1, 1999 7:00 P.M. - 7:30 P.M. He related that the Board will continue working to keep a good community hospital that is financially sound and complimented the medical care provided by the hospital staff. SIDEWALKS: Alderman Fletcher related concerns from a citizen regarding sidewalk construction on Stanphill. Mayor Swaim recognized OECD Director Frank Rowland to update. Mr. Rowland pointed out that the sidewalk project was originally designed from citizen input in public hearings. He related that he and City Engineer Reel have discussed the project and letters are being sent to area homeowners and to homeowners in Henry Estates. He stated that he felt the general consensus thus far is that area residents do not desire the project or at least that design of the proposed sidewalk. He stated that the proposed sidewalk construction is the only possible design. He stated that if after further citizen input it is determined that the project is not desired it will be cancelled. He then related that there are other projects less controversial which are needed as much. Alderman Fletcher elaborated that the concern of the citizen he spoke with dealt more with concerns for the sidewalk encroaching on his personal property. Mr. Rowland related that he felt those concerns could better be addressed by the City Engineer, adding that only a small amount of funds were available from CDBG who teamed with the Public Works Department under the general sidewalk program to enable them to construct sidewalks for the entire street. He stated that the only feasible construction regarding the limited funds is to construct the sidewalk under the current proposal. Mayor Swaim related that his understanding of the citizen’s request is that the ditch be constructed with pipe and box culvert to accommodate sidewalk placement, adding that it would be an excessive cost for the project. As a matter of record he stated that he is asking the Planning Commission to require sidewalks in new subdivisions. He related that currently the City is spending over $100,000.00 annually on the construction of sidewalks and is not close to the stage of desired sidewalks. He related that developers need to bear the cost of sidewalks in new subdivisions in the future. He mentioned modification of the sidewalk ordinance. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JULY 1, 1999 7:00 P.M. - 7:30 P.M. Alderman Elliott offered that consideration for sidewalks in commercial areas may need to be addressed. Alderman Wilson commented that major needs are being addressed in the sidewalk program and that there has been a great deal of accomplishments in the program. Mayor Swaim related that society has again turned back to a pedestrian rather than motorized society and sidewalks are desired by citizens. He referred to the master sidewalk plan where areas are being joined by sidewalks, concurring that there is great progress in the program. SAGE STREET CONSTRUCTION: Mr. Rowland related that bid process for the Sage Street Project will complete by the end of July with work to begin in August. OVERLAY CLEAN-UP: In response to a question posed by Alderman Lewis, Mr. Murice Green related that at the end of the project the overlay company will clear asphalt or gravel temporarily left in the gutter and easements. ADJOURNMENT: Mayor Swaim, without objection, adjourned the meeting at approximately 7:30 p.m. Respectfully, ___________________________ ____________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer