99 MAY 06.DOCCITY 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
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.
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.
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.
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.
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.
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
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.
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