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01 AUG 02.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 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 August 2, 2001 at the regular meeting place of the Council. Alderman Lewis delivered the invocation and Mayor Swaim led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard answered. Mayor Swaim also answered ROLL CALL declaring a quorum. PRESENT seven (7), ABSENT (3). Others present for the meeting were: City Attorney Robert E. Bamburg, Deputy City Clerk Melanie Green, Director of Administration Murice Green, City Engineer Jay Whisker, Public Works Director Jimmy Oakley, Finance Director Paul Mushrush, Purchasing Agent June Brown, CDBG Director Teresa Watson, Police Chief Hibbs, Fire Chief Vanderhoof, Parks and Recreation Director George Biggs, Parks Assistant Administrator Patty Walker, Mrs. Judy Swaim, Crystal Swaim, Mrs. Edith Smith, Mrs. Helen Stroud, Mrs. DeDe Hibbs, Mrs. Lendy Lewis, Mrs. Addie Gibson, Jacksonville Patriot Reporter Peggy Koury, Leader Reporter Rebecca Kron and interested citizens. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council Meeting of July 19, 2001 for approval and/or correction at the next Regular City Council Meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Smith moved, seconded by Alderman Howard that the minutes of the Regular City Council Meeting of 5 July 2001 be APPROVED. MOTION CARRIED. CONSENT AGENDA: WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: Request to Accept Bid for Street Striping Mayor Swaim related that one bid was received but is lower than the previous bid from last year. In response to a question posed by Mayor Swaim, City Engineer Whisker related that prices are comparable regarding the item of 1 pavement markets and that the bid included the Community Center parking area. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. Alderman Elliott moved, seconded by Alderman Smith to accept the bid from Contractors Specialty in the amount of $11,895 with funds to be drawn from the Street Department Fund. MOTION CARRIED. PARKS & RECREATION DEPARTMENT: PLANNING COMMISSION: GENERAL: ORDINANCE 1158 (#12-01) AN ORDINANCE CREATING JMC § 2.04.25; DECLARING AN EFFECTIVE DATE FOR ALL ORDINANCES; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Mayor Swaim related that there had been some confusion expressed regarding the effective date following the passage of an ordinance, adding that recently a Legislation Bill was passed that would allow municipalities to set the effective date using a guideline between thirty to ninety days. Alderman Smith moved, seconded by Alderman Ray that Ordinance 1158 be placed on FIRST READING. Discussion ensued regarding the State Statute that dispenses with the reading of an ordinance in its entirety. Mayor Swaim pointed out that the ordinance does not changing current procedure but sets the effective date at thirty-days following passage unless the emergency clause is attached. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) 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 Ordinance 1158 in its entirety. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Elliott moved, seconded by Alderman Smith to approve Ordinance 1158 on FIRST READING. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. 2 MOTION CARRIED. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. Alderman Stroud moved, seconded by Alderman Ray to suspend the rules and place Ordinance 1158 on SECOND READING. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance. Alderman Lewis moved, seconded by Alderman Ray to further suspend the rules and place Ordinance 1158 on THIRD AND FINAL READING. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance. Alderman Smith moved, seconded by Alderman Elliott to APPROVE AND ADOPT Ordinance 1158. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Stroud moved, seconded by Alderman Ray that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Stroud, and Howard voted AYE. NAY (0). Motion received seven (7) affirmative votes, (0) negative votes. MOTION CARRIED. nd ORDINANCE APPROVED, ADOPTED AND NUMBERED 1158 THIS THE 2 DAY OF AUGUST 2001. b. CAPITAL PROJECTS UPDATE Mayor Swaim related that Mr. Green would update the Council regarding five of the eight projects listed in the budget summary regarding a Capital Improvements Plan. He reviewed Capital Improvements project considerations for a new Animal Shelter, the reconstruction of Second Street, the Main Street Overpass, relocation of the recycling center and demolition of the old center, remodeling of the Chamber building for Courts, a central pavilion for major events, a memorial fountain, and the Community Center signage. He then noted that plans regarding Second Street have been sent to the Arkansas Highway Department for approval, and that work has 3 begun with the overpass regarding the tearing down of area buildings and the relocation of water lines. He related that bids nd are scheduled to open August 22 and expressed his hope that construction will follow before the year’s end. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. He stated that Council approved the Community Center signage purchase and is presently seeking a location to provide the best opportunity for exposure. Mr. Green addressed the Council, relating plans for the new recycling center to be located at 1300 Marshall Road (the old Vertac site), which at the moment is being referred to as the new Municipal Industrial Complex. He related that it will replace the existing center on Municipal Drive. He stated that the project involves three covered structures, one that is 100’ X 300’ which is proposed to feature a 30’ X 30’ office area at one end and will include a 100’ X 100’ processing area, while the remainder of the building will be used for equipment storage. He stated that the rough plumbing is in progress. He then related that the processing area will contain two (2) bailers, adding that the City has one bailer that is presently being used for plastics and cardboard. He stated that a second bailer for newspaper has been bid. He pointed out that the project has received grant money from the Arkansas Department Environmental Quality. He stated that currently the City receives $14.00 per ton for newspaper, but if bailed the price could go up by as much as four times that amount. He stated that all utilities have been located, materials for siding have been ordered, and the estimated completion date is November 2001. He related that the estimated cost is $150,000, adding that there are other related issues regarding demolition of the present Center, which is contacted with the Arkansas Department of Corrections for salvage rights. He stated that a previous contract will be used regarding asbestos siding disposal, and the tub grinder will be relocated to the new Wastewater Department area. He stated that a pad has been built and the re-permit process with ADEQ has started. He reviewed plans for the Animal Control Shelter expansion, pointing out that it will be adjacent to the existing building, which will be renovated and have the appearance of one building. He related that the plans are completed and excavating of the adjacent area has begun. He related that the newly constructed building would be 35’ X 100’ featuring 32 Indoor/Outdoor Kennels, a cat and puppy room, a reception/office area, and a visitation room for clients adopting animals. He related that the existing 24’ X 72’ building had several phases added going as far back as the early '80s. He related that the existing building renovated will 4 have five (5) Indoor/Outdoor Kennels, Quarantine Area, Operating Room to spay and neuter at the facility, and a storage area. He pointed out that the existing building would basically be used for the employees to work from and the new building will be for the customers regarding handling and processing animals for adoption. He stated that the floor plan and elevations have been developed and approved by the Committee and that it is hoped to have the new building operational by the end of November so renovation can begin on the existing building in December or January. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. He related that $250,000 was budgeted for the project and it is believed that it will come in under estimation. He informed the Council of a Sidewalk project proposed to extend from the Community Center to Dupree Park. He related that the project would involve going from the end of Municipal Drive along Redmond into Dupree Park and would consists of 2340 feet of sidewalk construction. He pointed out that the sidewalk would be five (5) foot wide with a four (4) foot buffer from the roadway. He related that survey plans and specifications have been completed, adding that the only consideration currently is obtaining some rights-of-way from the railroad to accommodate construction next to the roadway, which is being worked through. He stated that the project is estimated to cost $71,942 and is being Funded as an Enhancement Program through the Arkansas Highway and Transportation Department who sometimes has money available for municipal grants but is not available every year. He stated that the grant is an 80/20 match and that the Federal Government share would be $56,984 and City portion $14,958. He stated that in addition there is a Recreation Trail project for Dupree Park, adding that this project will complete the sidewalk from Redmond Road going into the Park. He reviewed plans for a proposed restaurant facility, which will accommodate the pavilion and trail program. He related that the project consists of 1.1 mile of trails with an asphalt walking surface, 8’ wide. He stated that all trails, bridges, signs, and benches have been completed and that the only item left to close out the project is the restroom, which is out for bid. He stated that the estimated completion date is October 2001 and that the estimated project cost is $105,250. He related that the project is being funded through the AHTD Trails Program, which is another fund of money that the City applied for and is an 80/20 match. He stated that the Federal Government part is $85,000 and the City’s share is $21,250. He pointed out that the trail will connect to the sidewalk being proposed from the Community Center to Dupree Park. 5 He then related another sidewalk project through the Transportation Improvement Program proposed to extend from the corner of Trickey to School Drive parallel along Hwy 161. He stated it would be approximately .57 miles (3,000’) in length and five (5) feet wide. He said that the plans and specifications are being reviewed by the Highway Department for bid. He related that the Highway Department would put the bid package out and oversee the project. He stated that estimated project cost is $174,417 and is being funded through (TIP) Transportation Improvement Process Program on an 80/20 match of Federal $139,534 and City $34,883. He related that the last project for update is the Main Street R/R Overpass, he reviewed photographs of the area explaining the scope of the project which extends on Main Street from Second Street and CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. Oak Street. He noted that project will alleviate traffic problems greatly, adding that the project will consist of four 11-foot lanes and a five (5) foot sidewalk on the north side and a ten (10) foot sidewalk on south side, ADA assessable. He reviewed current status of the project, saying that the plans and specifications have been approved and the rights-of-way have been acquired. He stated that utility relocations are underway and bid letting by Arkansas Highway and Transportation Department should occur within the month. He related that hopefully construction will start before the end of the year and is scheduled to take approximately two (2) years to complete. He related that costs estimates are not firmed as yet but the project is proposed to cost $4.6 million, which will be funded through TIP on an 80/20 match. He stated that the Federal share is $3.8 million and the City share is $.8 million. Mayor Swaim stated that the update provides an opportunity for Council members to receive status information regarding current Capital Improvement projects that are of interest to constituents. He then related that Mr. Green has been instrumental in securing funds regarding the programs being funded through grant money. He explained that Mr. Green wrote two of the programs that are being funded. He explained that himself, Mr. Green and City Engineer Whisker serve on the Technical Advisory Committee and the Citizens Board through Metroplan, enabling the overpass to be approved. He pointed out that the overpass is the first railroad overpass funded through the Metroplan TIP (transportation improvement program) and explained that Metroplan is excited about the project because it is the first funding mechanism with most of the money being provided through a grant. He pointed out that the City is committed to a number of large projects that have been discussed during Council, 6 which has brought about the decision to hire a project manager for cost purposes, adding that an ordinance is forthcoming to address that issue. He related that Mr. Phil Keaton has drawn the plans and specifications for the Animal Shelter and has worked with the architect who originally started the design for the Municipal Courts building. He stated that the architect expressed confidence in the capability of Mr. Keaton to complete the projects, which would save the City considerable money. He related that Mr. Keaton has accepted the position on a percentage cost basis regarding the plans, specifications and supervision of the proposed projects. He related that Mr. Keaton has the architectural and engineering expertise to negotiate a better price on total construction, adding that the City will perform some of the labor and purchase materials, then subcontract other aspects of the projects. He stated that the City will obtain quotes regarding material and labor, which is standard procedure for any large project, when hiring an outside engineer, architect or contractor. He related that effort to combine those aspects to save a substantial amount of money. He stated that the staff is to be complimented regarding additional duties performed by outside employment to save total costs. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. Alderman Elliott commended Mr. Green, Mr. Whisker, and Mr. Oakley and other staff members for their work on the projects, saying that they have done an excellent job coordinating these projects. Alderman Smith pointed out that while grants are not easy to obtain, if enough time and effort is expended it is proven that grants can be accomplished. Mayor Swaim then pointed out that additionally some in kind service can be provide to further offset the 20% match costs to the City. He related that while he may not brag constantly about the staff he is very proud of what they have been able to accomplish. Discussion returned to the procedure regarding resolution and ordinance passage. Alderman Ray mentioned information obtain during the recent Municipal League meetings where some City Councils tape the reading and play them at Council while caring on regular business as a way to address lengthy readings during a Council meeting. Mayor Swaim pointed out the effort to inform the public regarding ordinances being passed by the Council and related that copies are made available along with the agenda. 7 ANNOUNCEMENT: Mayor Swaim related that a public hearing regarding th annexation issues will be held Monday, August 13 at 6:00 p.m. at City Hall. City Engineer Whisker explained that if 51% of the property owners or the property owners that own 51% or more of the land sign the petition for annexation then the process can begin without an election. NATIONAL LEAGUE OF CITIES MEETING Mayor Swaim reminded the Council members interested in attending the National League of Cities meeting in December should contact Mrs. Tipton regarding reservations and registration. REDISTRICTING MEETING Mayor Swaim related that the vote regarding the redistricting for the State legislative offices will be in September. He went on to explained that the proposal to split Jacksonville and moved ½ the City into a district with White county and efforts to connect half the City to Faulkner County and Conway. He related a fairly reasonable compromise currently proposed puts a large part of the City back within one district. He stated that Jacksonville would still have two partial districts but one would contain at least ¾ of the City’s population, which an improvement from the previous proposal. He stated that the district would include most of the CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING AUGUST 2, 2001 7:00 P.M. – 7:44 P.M. City, and a part above Bayou Meto on Hwy 161 at the Reed’s Bridge for District 34, and that the area north, east and west would all be within District 29, which would include Sherwood and parts of North Little Rock to I-40 following Hwy 67 and 107 excluding the Lakewood area. He stated that changes are understandable but hopes that the work will continue to produce a compromise to keep most of Jacksonville in the same Senate District. He related that Council members have represented the citizens of Jacksonville very well at the meetings and have made presentations that were well received. He then related that everyone seems to be pleased with the district representative seat, which actually enlarges the City’s portion of the district. He stated that the district spans from Marshall Road along West Main Street to Harris Road and takes in most of the City as part of that District. In a effort to explain earlier confusion, he offered that some people thought Jacksonville only wanted to have a Senator from the City, which was not the issue. He then explained that because of the split into two almost equal parts of approximately 15,000 each 8 into 76,000 and 79,000 plus districts there was a very small percentage Jacksonville citizens could influence the outcome of an election very strongly. He stated that the concern being that such a small number of a votes within a Senate District might result in less effort from an elected official to work with the city regarding conflicting interest from other parts of that district. He then encouraged voters to vote and those not registered to register and vote, adding that in the City of Jacksonville of 29,916 residents there is approximately 13,000 people registered and approximately 40% of those actually vote. He concluded, saying that if the citizens of Jacksonville want to influence elections on a State level more citizens need to register and vote. He pointed out a current millage vote for the library in progress saying that only 6 to 10 residents early voted today. He expressed concern for voter apathy and encourage citizens to vote. ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:44 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer 9