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02 MAR 07.docCITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 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 March 7, 2002 at the regular meeting place of the Council. Alderman Stroud delivered the invocation and Vice Mayor Howard led a standing audience in the “Pledge of Allegiance” to the flag. Mr. Ken Bouillon introduced newly hired Police Chief Wayne Ruthven. Vice Mayor Howard and the Council expressed appreciation to Mr. Bouillon for his extended service to the City as the Interim Police Chief. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Fletcher, and Stroud, answered roll call. Vice Mayor Howard also answered ROLL CALL declaring a quorum. PRESENT seven (7), ABSENT (4). Vice Mayor Howard related that Mayor Swaim and several Council members are out of town on City business. Others present for the meeting were: City Attorney Robert E. Bamburg, Deputy Clerk Teresa Carter, Director of Administration Murice Green, Human Resource Director Charlie Brown, Finance Director Paul Mushrush, City Engineer Jay Whisker, Public Works Director Jimmy Oakley, Purchasing Agent C.J. Brown, CDBG Director Theresa Watson, Ken Bouillon, Police Chief Ruthven, Fire Chief Vanderhoof, Parks and Recreation Director George Biggs, Parks Administrator Patty Walker, Mrs. Lindy Lewis, Mrs. Lula Hawkins, interested citizens and members of the press. PRESENTATION OF MINUTES: Vice Mayor Howard presented the minutes of the Regular City Council Meeting of February 21, 2002 for approval and/or correction at the next Regularly Scheduled City Council Meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Smith moved, seconded by Alderman Stroud that the minutes of the Regular City Council Meeting of 7 February 2002 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ANIMAL CONTROL Alderman Ray moved, seconded by Alderman Sansing to approve the Regular Monthly Report for the month of February 2002. Said Report reflects: ADOPTION/FINES: 644.00 TOTAL:  644.00 REGULAR MONTHLY REPORT/ENGINEERING Alderman Ray moved, seconded by Alderman Sansing to approve the Regular Monthly Report of February 2002. PERMITS/LICENSE ISSUED INSPECTIONS PERFORMED Building Permits 22 Building Inspections 21 Business License 19 HVACR 10 Electrical 37 Plumbing 27 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 P.M. UNSIGHTLY & UNSANITARY VEHICLES Grass Letters 0 Notice on Noncompliance 45 Property Mowed 0 Towed 0 Trash Letters 160 Trash Removal Cost for February $ 0.00 CONDEMNATIONS Structural Maint. Letters 17 Structural Repairs Made 0 Demolitions 0 ROLL CALL: Alderman Smith, Lewis, Sansing, Ray, Fletcher, Stroud, voted AYE. Motion received (6) AYE. (0) NAY. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: SANITATION DEPARTMENT: STREET DEPARTMENT: PLANNING COMMISSION: GENERAL: a. REQUEST TO ACCEPT BID for Janitorial Services Purchasing Agent C.J. Brown related that Mr. Rodgers the present Janitor is retiring. She related that the City was fortunate to have several companies bid for Janitorial Services. She stated that the low bidder of Carter Enterprise has previously worked for the City and their services were not acceptable, adding that the second lowest bidder of ADDS Cleaning Service did not provide the requested contract information or signatures in their bid submittal. She went on to say that the next lowest bidder, Southern Maid was only able to provide one reference from OECD in North Little Rock. She related that the next lowest bid from Watson Cleaning came in at $1,530, and is recommended for bid award. She stated that Watson Cleaning has excellent references from Gwatney Chevrolet, Community Bank of Cabot, and Binswanger Glass, adding that they provided bonding proof and current privilege tax. She related that the company has a staff instead of one individual. Alderman Smith moved, seconded by Alderman Lewis to accept the bid from Watson Cleaning in the amount of $1,530.00 and reject the lower bids from Carter Enterprise ($830) because of inadequate previous service, ADDS Cleaning Service ($1,097) because of incomplete bid submittal, and Southern Maid ($1,500) because of a lack of references. MOTION CARRIED. Request to Accept Bid of Knuckle Boom Loader Public Works Director Jimmy Oakley explained that the equipment is used by the Sanitation Department regarding yard waste pickup, adding that the recommended bid is from Henard Utility in the amount of $63,263. He stated that the brand is a good unit and has been utilized by the City in CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 P.M. the past. He related that the equipment purchase is a Sanitation Equipment Depreciation Fund budgeted item. Alderman Ray moved, seconded by Alderman Stroud to accept the low bid from Henard Utility in the amount of $63,263. In response to a question from Alderman Fletcher, Mr. Oakley related that that the item is set for a seven-year depreciation schedule and that the expected delivery time is six weeks. At this time MOTION CARRIED. Request to extend the Auditing Contract. Finance Director Paul Mushrush explained that the Financial Accounting Foundation controls government accounting known as GASB (Governmental Accounting Standards Board). He stated that GASB issued a new statement last year called Statement 34, which deals specifically with basic financial reporting, management analysis and the reporting of infrastructure and fixed assets. He stated that he has been working with the City Engineer regarding infrastructure issues, and would like to begin immediately after the audit with someone who is familiar with City operations because of the time sensitive nature. He related that the City is made up of sixteen separate corporations, ten governmental funds, one enterprise fund, and five fiduciary funds including three pensions and two agencies. He went on to say that each has their own set of rules and that the new pronouncement changes the financial reporting, but not the day-to-day operations. He stated that he will be hard pressed to accomplish the necessary task over the next twenty months, adding that he does not feel he would have an extra month to put into bring someone new up to speed. He asked that the Council extend the bid through the implementation of the first year of GASB before the service is bid again, adding that it would be a three-year term extension. Alderman Stroud moved, seconded by Alderman Ray to extend the current auditing contract for a three-year period. MOTION CARRIED. Request to Accept Bid for Animal Shelter Roof Structure Public Works Director Jimmy Oakley related that the City has completed several phases of the project, adding that the slab and masonry work is underway and that the one of the final phases is the roof structure. He related that he is recommending the low bid of $44,000 from RC Contractors pointing out that that they have provided satisfactory work in the past. In response to a comment from Vice Mayor Howard, Mr. Oakley agreed that the bid came in within a few thousand of the original $41,000 cost estimates. Alderman Smith moved, seconded by Alderman Ray to accept the low bid from RC Contractors in the amount of $44,000. MOTION CARRIED. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 P.M. UPDATE: Chamber of Commerce meeting in Sherwood Vice Mayor Howard asked Alderman Stroud to update the Council regarding Sherwood’s Chamber of Commerce meeting. Alderman Stroud stated that a public hearing was hosted by the Chamber of Commerce in Sherwood to inquire how the public feels about toll roads. He related that Murice Green, Jay Whisker, Bill Howard and himself along with several citizens from Jacksonville had the opportunity to attend. He related that while the audience was not given much of an opportunity to speak individually, the Sherwood Chamber of Commerce presented a resolution against toll roads and polled the audience for its feelings. He stated that the entire audience indicated by a show of hands to be in opposition to the prospect of toll roads. He mentioned Jacksonville’s resolution opposing toll roads, but stated that ultimately the issue of toll roads is not in the City’s control. He stated that perception if the project runs as long as twelve years could be attributed to taking longer because of not instituting a toll road system. He concluded that the meeting was very informative, saying that 30% of traffic in the State is in the Pulaski County area, and that it receives 44% of available funds. CLEAN WATER ACT City Engineer Whisker updated the Council regarding the Clean Water Act; pointing out that Municipal League policy has recommended that no action be taken at this time. He clarified, saying that he feels this recommendation is directed mostly at smaller cities while larger cities should continue efforts currently underway. He related that the Municipal League has suggested that cities not create permits because ADEQ will provide the permits. He related that currently Jacksonville is surveying storm sewers and infrastructure. Alderman Smith recognized former City Clerk Lu Leonard in attendance. Discussion ensued regarding the Stanphill Road project, noting that initial estimate costs are $44,000. City Attorney Bamburg updated the Council regarding property located near Whit Davis Lumber, saying that he has not heard back from the owner regarding a letter sent last week. He stated that he would begin preparing the condemnation. Chief Ruthven addressed the Council, asking that his comments be made a matter of record. He stated that he appreciated the comments regarding Mr. Ken Bouillon’s work as the Acting Chief and Director, and that he wanted to personally thank Mr. Bouillon for all the work he has done between Chief Hibb’s departure and his arrival. He particularly thanked Mr. Bouillon for his help acclimating to the job, stating that Mr. Bouillon’s help has been invaluable and that he is a great asset to the City. He related that even though Mr. Bouillon is retiring, he would be helping on the auxiliary force. He thanked Mr. Bouillon again publicly for his effort. He then thanked the City Council members for their CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 P.M. welcoming him to the City and stated that after a week of initial assessment he feels that the City has a fine Police Force. He stated that while no police force is perfect, he feels Jacksonville has a great police force that is doing a great job supporting the citizens of the City. He stated that he is looking forward to working with the Department, Council and the citizens of Jacksonville. Chief Vanderhoof commented on the death of a young girl in a house fire, and Vice Mayor Howard expressed regret to the family in their tremendous loss. Alderman Fletcher addressed Chief Ruthven, saying that a major concern for him has always been the youth in the community. He related that he is unaware of the Chief’s background, but asked him to dedicate time in that area. He related concern regarding juvenile problems in the schools, saying that school is a part of the community and when children break civil laws such as bomb threats or similar actions of that nature, the City has to become involved. He asked the Chief to be open to explore and avenues. He related the need for all aspects of the City to work together to find solutions. He suggested a program geared to help young people learn to begin respecting themselves, adding that accountability within families, schools and the community is essential. Chief Ruthven responded, saying that just prior to arriving in Jacksonville he was aware of a school related incident regarding a death threat and that since his arrival there has been a bomb threat in one of the schools and also a question as to whether a child might have brought an explosive to school. He agreed with Alderman Fletcher, saying that if there is a valid concern the Police Department has a role in addressing that concern. He stated that no one single agency or portion of the community is going to solve those concerns, but together hopefully solutions can be found. He stated that he is looking forward to the Police Department being an integral part of that issue and pointed out the community oriented policing programs that focus on schools. He related efforts by the Police Department to work with the school administrators to make sure that the Police Department can be proactive, setting the right example and providing right role modeling for children through the resource officers and dare program so that hopefully they see from us as a law enforcement agency the types of role models that we hope they also see at home, at church and with their school officials. Vice Mayor Howard expressed appreciation to Aldermen Ray and Lewis for their attendance in light of recent health concerns. He related that everyone has kept good thoughts and prayers for both. He stated that the recent Senior Center Roast in honor of Alderman Ray was a great success. In response to a question posed by a member of the audience, it was related that procedure for notifying parents regarding a bomb threat would be handled by the school district. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING MARCH 7, 2002 7:00 P.M. – 7:24 P.M. Alderman Lewis stated that it is good to be at Council, adding that he did not expect to be able to attend because of his chemotherapy schedule. He then related that he postponed his chemotherapy treatment to attend his brothers funeral Saturday. He stated that he may not be able to attend the next regularly scheduled meeting because of his treatment, but added that he will attend, as much is possible while taking treatment. He thanked everyone for their support and prayers. ANNOUNCEMENTS: ADJOURNMENT: Vice Mayor Howard without objection adjourned the meeting at approximately 7:24 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer