99 MAY 06.DOC
CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 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 May 6, 1999 at the regular meeting place of the
Council. Alderman Ray 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, Ray, Wilson,
Williamson, Twitty and Howard answered ROLL CALL. Alderman
Fletcher arrived at approximately 7:15 p.m. Mayor Swaim also
answered ROLL CALL declaring a quorum. PRESENT nine (9), ABSENT
one (1).
Others present for the meeting were: City Attorney Robert E.
Bamburg, Deputy City Clerk Melanie Green, Human Resource Director
Steve Ward, Administration and Public Works Director Murice Green,
City Engineer Duane Reel, Finance Director Paul Mushrush,
Purchasing Agent C.J. Brown, Purchasing Assistant Angela
Blacklock, OECD Director Frank Rowland, Police Chief Hibbs, Fire
Chief Vanderhoof, Parks and Recreation Director George Biggs, Mrs.
Judy Swaim, Mrs. DeDe Hibbs, Mrs. Edith Smith, Mr. Terry Sansing,
Jacksonville Patriot Reporter Peggy Koury, Leader Reporter Rick
Kron, and interested citizens.
PRESENTATION OF MINUTES:
Mayor Swaim presented the minutes of the Regular City Council
Meeting of 15 April 1999 for approval and/or correction at the
next Regular City Council Meeting.
APPROVAL AND/OR CORRECTION OF MINUTES:
Alderman Smith moved, seconded by Alderman Ray that the minutes of
the Regular City Council Meeting of 1 April 1999 be APPROVED.
MOTION CARRIED.
CONSENT AGENDA:
REGULAR MONTHLY REPORT/ANIMAL CONTROL
Alderman Elliott moved, seconded by Alderman Wilson to APPROVE the
monthly Animal Control Report for April 1999.
Report reflects the following:
REVENUES .............................. $ 588.00
CONTRIBUTIONS ......................... $ .00
ADOPTIONS/FINES ....................... $ 588.00
TOTAL............................. $ 588.00
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
ROLL CALL: Aldermen: Elliott, Smith, Lewis, Gentry, Ray, Wilson,
Williamson, and Howard, voted AYE, NAY (0). MOTION CARRIED.
REGULAR MONTHLY REPORT/OECD
Alderman Elliott moved, seconded by Alderman Wilson that the
Regular Monthly Report for April, of Economic and Community
Development Department be approved. Said report reflects:
HOUSING REHABILITATION: MONTHLY YR-TO-DATE
Loan Applications (HOME) ................... 4 6
Grant Applications (CDBG) .................. 2 4
Emergency Handicap (CDBG) .................. 1* 2
Warranty Repairs ........................... 0* 0
Total Jobs Bid ......................... 2 7
Total Jobs Done ........................ 1* 4
Sewer line (Loans & Grants) MONTHLY YR-TO-DATE
Applications Received ...................... 1 3
Total Jobs Bid ......................... 2 2
Total Jobs ............................. 2 2
Homebuyer Assistance Grant (HAG) MONTHLY YR-TO-DATE
Application Received .......................... 4 6
Processed ..................................... 3 4
Total Approved ............................ 4 6
HOME BUILDING/RECONSTRUCTION: MONTHLY YR-TO-DATE
Loan Applications Processed .................... 0 1
Grant Applications (CDBG Reconstruction) ....... 2 2
Pre-approvals Pending ...................... 2 2
Total Pre-approved Loans ................... 0 0
ROLL CALL: Aldermen: Elliott, Smith, Lewis, Gentry, Ray, Wilson,
Williamson, and Howard, voted AYE, NAY (0). MOTION CARRIED.
FIRE DEPARTMENT: PRESENTATION of 1ST Place Award
Chief Vanderhoof related that the relay Combat Challenge Team
placed 1st in the Regional Firefighters Combat Challenge and
received national level recognition from ESPN regarding phases of
firefighter competition. He said that placing 1st entitles the
team to compete nationally in Las Vegas, which is covered by ESPN.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
POLICE DEPARTMENT: ORDINANCE 1121 (#7-99)
AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR THE PURPOSE OF
PURCHASING A MAINTENANCE CONTRACT FOR THE CITY OF JACKSONIVLLE'S
COMMUNICATION SYSTEM; DECLARING AN EMERGENCY; AND, FOR OTHER
PURPOSES.
Mayor Swaim related that the warranty for the equipment purchased
last year has expired and the City needs to consider a maintenance
contract purchase. He related that the maintenance contract will
cover the entire City, adding that it will most affect the 911
Center.
Chief Hibbs related that other agencies with similar systems such
as Sherwood (who does not own their own system) are paying as much
for their maintenance contracts. He said that the contract covers
all equipment regarding the 911 center, backbone equipment for the
radio system, and all mobiles and portable radios as assigned. He
recommended the purchase of a maintenance contract.
Chief Vanderhoof concurred, adding that with over two million
invested in the system he did not see how the City could afford
not to purchase a maintenance contract.
Mayor Swaim related that the Water and Sewer Departments can save
maintenance cost under the proposed contract and have thus agreed
to enter into the contract. He related that the entire purchase
cost covers those departments as well. He stated that each
department in the City will be assessed a portion of the total
cost based on the equipment they have.
Alderman Elliott stated that given the investment he is in support
of a maintenance contract.
Alderman Elliott moved, seconded by Alderman Smith to place
Ordinance 1121 on FIRST READING with reading of heading only.
In response to a question from Alderman Williamson, Mayor Swaim
related that the contract is a 24-hour maintenance contract
including parts, labor and batteries.
Discussion ensued and Chief Hibbs related that lightening
precautions have been taken as much as is possible.
ROLL CALL: Aldermen: Elliott, Smith, Lewis, Gentry, Ray, Wilson,
Williamson, and Howard voted AYE. Motion received eight (8)
affirmative votes, (0) negative vote. MOTION CARRIED. Whereupon,
City Attorney Bamburg read the Ordinance heading only.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
Alderman Smith moved, seconded by Alderman Ray to ACCEPT Ordinance
1121 on FIRST READING. ROLL CALL: Aldermen: Elliott, Smith,
Lewis, Gentry, Ray, Wilson, Williamson, 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 place Ordinance
1121 on SECOND READING. ROLL CALL: Aldermen: Elliott, Smith,
Lewis, Gentry, Ray, Wilson, Williamson, and Howard voted AYE. NAY
(0). Motion received ten (10) affirmative votes, (0) negative
votes. MOTION CARRIED. Whereupon City Attorney Bamburg read the
Ordinance for the Second Time.
Alderman Ray moved, seconded by Alderman Lewis that Ordinance 1121
be placed on THIRD AND FINAL READING. ROLL CALL: Aldermen:
Elliott, Smith, Lewis, Gentry, Ray, Wilson, Williamson, and Howard
voted AYE. NAY (0). Motion received eight (8) affirmative votes,
(0) negative votes. MOTION CARRIED. Ordinance 1121 read THIRD
AND FINAL TIME by City Attorney Robert Bamburg.
Alderman Lewis moved, seconded by Alderman Wilson that Ordinance
1121 be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Elliott,
Smith, Gentry, Ray, Wilson, Williamson, and Howard voted AYE. NAY
(0). Motion received eight (8) affirmative votes, (0) negative
votes. MOTION CARRIED.
Alderman Wilson moved, seconded by Alderman Lewis that the
EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen:
Elliott, Smith, Gentry, Ray, Wilson, Williamson, and Howard voted
AYE. NAY (0). Motion received eight (8) affirmative votes, (0)
negative votes. MOTION CARRIED.
ORDINANCE APPROVED, ADOPTED AND NUMBERED 1121 THIS THE 6th DAY
MAY 1999.
STREET DEPARTMENT:
PARKS & RECREATION DEPARTMENT:
PLANNING COMMISSION:
GENERAL: a. Request to Accept Copier Bid/City Hall and Parks and
Recreation
Mayor Swaim related that copier purchase for City Hall and the
Parks and Recreation Department were bid together to obtain a
better price. He then related that there have been several demo
copiers for use at City Hall that has help develop specifications
request that will cut maintenance cost and extend the life of the
system. He recognized Finance Director Paul Mushrush.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
Mr. Mushrush recommended the bid of $16,926.00 from Datamax Office
Systems which is the third lowest bid and the only bid to meet
specifications. He said that the purchase is part of a long range
plan for an imaging system. He stated that as one element in the
system meeting specifications, there are more specifications,
adding that this is not a copier but a multi-functional digital
imaging system which includes a scanner. He said that it is the
lowest bid that meets all specifications. He pointed out that the
fax option is a long term issue with a long term price guarantee.
He related that he wants to add the scanning system for the City
Clerks Office, along with a network card. He stated that the
optional network card listed for $2,650.00 and is part of the long
term plan. He recommended the current purchase of a $180.00
expansion network card with one memory chip. In summation he
recommended the Datamax copiers with the scanning option and the
alternate network card, adding that the City Clerk Office can
network directly with the copier and that once the equipment is
received the Council agendas will be much more readable and
automated.
In response to a question posed by Alderman Smith, Mr. Mushrush
related that the cost would be $16,926.00 plus $2,000.00 for the
City Hall copier and the basic copier for Parks and Recreation.
He said that the Parks and Recreation copier is a scale down
version of the City Hall copier.
Mayor Swaim pointed out that the total price for both is
$18,926.00.
Alderman Williamson moved, seconded by Alderman Howard to accept
the recommended copier purchase for $18,926.00 from Datamax and
reject two lower bids that did not meet specifications.
Paul related that delivery of the initial system could be as soon
as seven days. He related that a system is on order as part of
the City Clerks capital outlay program but will be a little
delayed. He stated that product will be immediate with the hook
up of the City Clerk's system regarding imaging ordinances and
other documents.
At this time MOTION CARRIED.
Mayor Swaim related that the funds are budgeted and will be
divided between separate departments.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
Mr. Mushrush stated that the copier for City Hall is slightly over
budget because he did not anticipate the dollar volume, adding
that he can adjust for the difference.
b. ORDINANCE 1120 (#6-99)
AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR THE PURPOSE OF
PURCHASING CURBSIDE RECYCLING CONTAINERS FOR USE IN THE CITY OF
JACKSONVILLE'S RECYCLING PROGRAM; DECLARING AN EMERGENCY; AND, FOR
OTHER PURPOSES.
Mayor Swaim related that Mr. Green applied for a grant through the
Solid Waste District and received grant funds that will cover the
cost of additional bins, adding that the purchase will not involve
City revenues.
Mr. Green responded to a question from Alderman Smith in saying
that with the additional purchase, bins can be furnished for
curbside recycling throughout the City.
Mr. Mayor stated that a program has been worked out to accomplish
recycling for the entire City with one truck, however, regarding
repairs it becomes a situation that will require a back-up vehicle
sometime in the future as the equipment becomes older.
Alderman Wilson moved, seconded by Alderman Gentry to place
Ordinance 1120 on FIRST READING. ROLL CALL: Aldermen: Elliott,
Smith, Lewis, Gentry, Ray, Wilson, Williamson, and Howard voted
AYE. Motion received eight (8) affirmative votes, (0) negative
vote. MOTION CARRIED. Whereupon, City Attorney Bamburg read the
Ordinance.
Alderman Ray moved, seconded by Alderman Smith to DISPENSE with
the reading of Ordinance 1120 in its entirety. ROLL CALL:
Aldermen: Elliott, Smith, Lewis, Gentry, Ray, Wilson, Fletcher,
Williamson, and Howard voted AYE. NAY (0). Motion received nine,
(9) affirmative votes, (0) negative votes. MOTION CARRIED.
Alderman Wilson moved, seconded by Alderman Ray to ACCEPT
Ordinance 1120 on FIRST READING. ROLL CALL: Aldermen: Elliott,
Smith, Lewis, Gentry, Ray, Wilson, Fletcher, Williamson, and
Howard voted AYE. NAY (0). Motion received nine (9) affirmative
votes, (0) negative votes. MOTION CARRIED.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
Alderman Ray moved, seconded by Alderman Lewis to place Ordinance
1120 on SECOND READING. ROLL CALL: Aldermen: Elliott, Smith,
Lewis, Gentry, Ray, Wilson, Fletcher, Williamson, and Howard voted
AYE. NAY (0). Motion received nine (9) affirmative votes, (0)
negative votes. MOTION CARRIED. Whereupon City Attorney Bamburg
read the Ordinance for the Second Time.
Alderman Smith moved, seconded by Alderman Gentry that Ordinance
1120 be placed on THIRD AND FINAL READING. ROLL CALL: Aldermen:
Elliott, Smith, Lewis, Gentry, Ray, Wilson, Fletcher, Williamson,
and Howard voted AYE. NAY (0). Motion received nine (9)
affirmative votes, (0) negative votes. MOTION CARRIED. Ordinance
1119 read THIRD AND FINAL TIME by City Attorney Robert Bamburg.
Alderman Gentry moved, seconded by Alderman Wilson that Ordinance
1120 be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Elliott,
Smith, Lewis, Gentry, Ray, Wilson, Fletcher, Williamson, and
Howard voted AYE. NAY (0). Motion received nine (9) affirmative
votes, (0) negative votes. MOTION CARRIED.
ORDINANCE APPROVED, ADOPTED AND NUMBERED 1120 THIS THE 6th DAY
MAY 1999.
c. Request to Establish Revolving Loan Fund under CDBG/Business
Incubator Program
Mayor Swaim related that Mrs. Kay Phillips regrets being unable to
attend and make presentation. He mentioned the recent first
graduation class of the Business Incubator Program and related
that some of those graduates will now be going into business. He
said that there is an opportunity to help those new businesses
with a revolving loan fund. He said that in the event of Mrs.
Phillips doctor appointment he as asked Mr. Frank Rowland to
answer any question Council may have.
Mr. Frank Rowland related that the incubator program has been a
great success helping people who decide to go into business and
make a good start. He related the discovery of a gray area where
some new businesses may need a little help but not so much that it
would interest financial institutions. He related the need to be
anywhere from a few hundred dollars to five thousand being the
maximum limit in helping new business starts. He related that
this would be a loan at 5% interest and established under the same
procedure used by the banking industry regarding collateral to
ensure the loan. He stated that there would be credit checks to
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
ensure they are good risk as far as HUD programs are concern. He
asked that they be allowed to use existing funds that were
originally targeted for the areas of job creation and business
development, to set aside $30,000.00 for loans. He said that he
does not anticipate many loans, pointing out that from sixteen
graduates only three or four are interested and possibly eligible
for this type of loan. He pointed out loan program experience
with the current home rehab programs that make loans.
Mayor Swaim pointed out that the loans are restricted to graduates
of the business incubator program and are federal grant funds not
General fund tax dollars from the City of Jacksonville.
Alderman Wilson moved, seconded by Alderman Williamson to approve
the appropriation of $30,000.00 dollars of federal grant funds to
be in used a revolving loan fund administered by CDBG for the
Business Incubator Program. MOTION CARRIED.
Mr. Mayor related that the local HUD Office agrees with the
expenditure for job creation funds.
APPOINTMENTS: WASTEWATER COMMISSION APPOINTMENT
Alderman Wilson moved, seconded by Alderman Gentry to accept the
re-appointment of Kenneth McGhee for a five-year term to expire
4/20/2004. MOTION CARRIED.
OLD BUSINESS AND ANNOUNCEMENTS:
SALARY CONSULTANT UPDATE:
Mr. Ward related that the study began approximately a month ago
and is in the first phase. He said that all City employees have
completed PDQ's (Position Description Questionnaire) which are
basic questions regarding their duties, responsibilities and job
requirements. He then related that thirty minute interviews were
conducted with employees. He stated that next they will conduct
surveys of municipalities and businesses in the area obtaining
bench mark figures for similar positions and the salary. He
related that the average or the mid-point of the salary range is
how they will determine the prevailing rate. He said that when
the consultants return they will present job descriptions and
begin making recommendations to the Council for a proposed pay
system.
Mr. Mayor asked if there was anyone wishing to have input
considered regarding the process. He related that he felt it best
if he remained uninvolved.
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CITY OF JACKSONVILLE
REGULAR CITY COUNCIL MEETING
MAY 6, 1999
7:00 P.M. - 7:35 P.M.
Mr. Mayor announced that Mr. Ward has accepted a city manager
position with a City in New Jersey. He expressed regret in
loosing Mr. Ward and complimented him for the job he has done and
his contributions to the City of Jacksonville. He wished him well
in his new position and impending marriage.
ADJOURNMENT:
Mayor Swaim, without objection, adjourned the meeting at
approximately 7:35 p.m.
Respectfully,
___________________________ ____________________________
Susan L. Davitt MAYOR TOMMY SWAIM
City Clerk-Treasurer
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