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04 FEB 05.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 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 February 5, 2004 at the regular meeting place of the Council. Alderman Ray delivered the invocation and Mayor Swaim led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard answered roll call. Mayor Swaim also answered ROLL CALL declaring a quorum. Alderman Lewis arrived at approximately 7:05 p.m. PRESENT ten (10), ABSENT (0). Others present for the meeting were: City Attorney Bobby Bamburg, Deputy Clerk Heather Palermiti, Director of Administration Murice Green, Human Resource Director Charlie Brown, Finance Director Paul Mushrush, City Engineer Jay Whisker, Public Works Director Jimmy Oakley, CDBG Director Theresa Watson, Parks and Recreation Director George Biggs, Chamber of Commerce Director Bonita Rownd, Police Chief Baker, Fire Chief Vanderhoof, Judy Swaim, Edith Smith, Lendy Lewis, Larry Smith, David McClanahan, interested citizens and members of the press. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council meeting of January 15, 2004 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 Howard that the minutes of the Regular City Council Meeting of 18 December 2003 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/ANIMAL CONTROL Alderman Sansing moved, seconded by Alderman Ray to approve the Regular Monthly Animal Control Report for January 2004. Said report reflects: JANUARY ADOPTION/FINES: $573.00 CONTRIBUTIONS: $ 20.00 TOTAL: $593.00 REGULAR MONTHLY REPORT/ENGINEERING Alderman Sansing moved, seconded by Alderman Ray to approve the Regular Monthly Report for January 2004. Said report reflects: PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 24 Building Inspections 86 Business License 17 HVACR 86 Plumbing 124 Electrical 40 1 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. UNSIGHTLY & UNSANITARY VEHICLES Grass Letters 0 Notice of Noncompliance 7 Property Mowed 0 Towed 1 Trash Letters 34 Trash Removal 0 CONDEMNATIONS Cost for December $.00 Structural Maint. Letters 34 Structural Repairs Made 6 Demolitions 0 ROLL CALL: Aldermen Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: SANITATION DEPARTMENT: STREET DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: GENERAL: a. ORDINANCE 1218 (#2-04) AN ORDINANCE AMENDING THE 2003 FISCAL BUDGET FOR THE CITY OF JACKSONVILLE, ARKANSAS; AND, FOR OTHER PURPOSES. Mayor Swaim noted changes in accounting requirements regarding the Fire and Police Pension funds. He explained that the funds are now deposited into the General Fund and then into the individual Pension Funds, adding that the 2003 budget will need to be amended to reflect that procedure change. Alderman Stroud moved, seconded by Alderman Sansing that Ordinance 1218 be placed on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1218. Alderman Smith moved, seconded by Alderman Howard that Ordinance 1218 be APPROVED on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Elliott moved, seconded by Alderman Sansing that Ordinance 1218 be placed on SECOND READING. ROLL CALL: Alderman Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1218. 2 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. Alderman Stroud moved, seconded by Alderman Wilson that Ordinance 1218 be placed on THIRD and FINAL READING. ROLL CALL: Alderman Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1218. Alderman Smith moved, seconded by Alderman Wilson that Ordinance 1218 be APPROVED AND ADOPTED. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. H ORDINANCE APPROVED, ADOPTED AND NUMBER 1218 THIS 5 DAY OF FEBRUARY 2004. b. Information Technology Update Director of Administration Murice Green related that in 2000 the City had one server and approximately fifty workstations, adding that today the City has eight servers and ninety-seven workstations. He related that Clearpointe Technology monitors the system, provides technical support and upgrades. He related that the wide area network connecting City Hall to the Police Department, Fire Department, 911, and various City Departments has been implemented, adding that efforts are ongoing to connect the Municipal Courts. He stated that three servers located at City Hall function as a file server, email server and firewall. He noted that three servers have also been installed at the Police Department and one has been added to the Court system. He stated that there is an eighth server used in City Hall for posting accounting of the software. He related that the Police Department was required to implement the NIBR System (National Incident Base Reporting System) and that a year ago approximately $80,000.00 was approved to purchase the NIBR software. He stated that matching the software to the hardware system has required more efforts, adding that this week Fire and Police employees have been in training using laptops and implementing the system. He explained the current process regarding a call into the 911 Center and information being carried to the Police Department to be entered into the computer system, adding that with the new system, information could even be entered by a patrolman into a laptop that would interface with the system tying in together with the Department and 911 Center. He stated that the new system would cut down on the current workload regarding data entry for individual entities. He noted that the Police Department has grown rapidly regarding the use of computers, which had put a drain on the server in City Hall, making it almost impossible for the system to function properly. He added that hardware for the Police Department was purchased to accommodate the new system. He explained the use of a T-1 line between the 911 Center and City Hall, 3 increasing the systems capability and speed, adding that the Police Department is still using a DSL line. He stated that in order to continue the continuity of the project and tie all entities together, the City is looking at wireless communication. He noted that the companies have made presentations regarding wireless in the past, but added that CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. one company has now agreed to do a test program. He stated that if the City does not choose to have wireless communication, additional DSL lines would have to be used to connect, for example, Fire Stations Two, Three and Four, which at this time are not connected to City Hall. He went on to note that the Martin Street Center, JBIP, Recycling, City Garage and Animal Shelter are tied into the Internet system. He stated that the City is investigating to see if a City wide system can happen in a reasonable and cost effective manner. He noted that the City website is on line, but continues as a work in progress, pointing out that the City Council minutes are published on the web. He noted that work is ongoing to expand the capabilities that allow the citizens to interface with the City through its website. He related that the administrative portion of the Court system will move into the renovated “old Chamber building”, so a lot of work has been done to upgrade their systems and tie them into the Police Department and City Hall. He then explained that the room in City Hall where the servers are located was not designed to accommodate equipment that is heat sensitive. He stated that the current setup has resulted in heating problems requiring constant adjustments. He stated that, hopefully, in the near future the City is looking at the possible expansion to City Hall providing a proper space for the servers system and to protect the investment as well as prolong the life of the system. He stated that there have been FCC requirements for implementing the “Enhanced 911” regarding the wireless system involving cell phones. He explained that when someone makes a call, 911 can trace that call to a number and a tower but that is as close as we can get to the location of the caller. He noted that by December 2005, the FCC is requiring that a cell phone call location be pinpointed between 100 to 300 feet. He stated that the capability should be available in the next two weeks. He stated that the City has the system and the software in place and now it is up to the various carriers to have that capability built in. He noted that the FCC is starting to put pressure on cell phone carriers to make sure their system is up and ready to tie together. He related a matter of redundancy in the City’s critical systems to tie between 911, the Police Department and Fire Department, saying that the City has a good system working, however, it is a single system and that it is hoped that the wireless will provide some redundancy if any of these systems go down. 4 Discussion ensued regarding City Offices providing after hours voice mail to further accommodate communication needs, and if there would be any possible benefit to having the hospital tie into the emergency system. Mayor Swaim complimented Barbara Daniel’s work, noting that she has done a very good job. He stated that she stays busy running from one Department to the next, upgrading computers on a regular basis and getting the proper software to maximize efficiency. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. He then addressed the issue earlier mentioned regarding temperature stability for the equipment. He noted that the current situation is not only hard on the equipment; it is hard on the personnel who have to be in the same room. He noted that Ms. Daniel’s cubical is approximately 6’ X 6’, which includes the system’s hardware. He noted that while the system must be kept at a cool temperature, it puts off a lot of heat. He stated that while the rest of the office is complaining about the cold temperature, the heat bothers Ms. Daniel. He stated that the City has worked with the Housing Facilities Board who has tentatively agreed to let the City use some of their funds to expand City Hall to correct those types of situations. c. UPDATE Current & Potential Residential Developments in the City City Engineer Whisker presented photographs of areas regarding growth in the City. He reviewed the subdivision of Crooked Creek, saying that the Planning Commission and City Council approved the final plat last year and of the 67 approved lots there is only one left available for sale. He related that a portion of the Forest Oaks Subdivision has been preliminary platted regarding 28 lots, pointing out that street construction has begun. He then noted that the 22 lot Phase IV of the Collenwood Subdivision was approved in January 03’, and there are three lots available for construction. He related that Clover Ridge Subdivision PH II was preliminary platted through the Planning Commission two months ago and will offer 56 lots following final plat acceptance. He stated that the Western Hills Subdivision was final platted in December 2002 and that between both phases there are five lots left to be built from the 57 originally approved. He stated that the City continues to grow residentially. He then noted that the Western Hills, Collenwood, Oakridge Ranch, Small Oaks and Clover Ridge Subdivisions have all reached their full growth potential regarding their boundaries. He stated that Northlake, Crooked Creek and Forest Oaks Subdivision do have room to expand their boundaries. He related that the Forest Oaks Subdivision is in the preliminary plat stage consisting of 28 lots but has the potential for an additional 156 lots, and that the Crooked Creek Subdivision has a completed capacity for 94 lots. He stated that further expansion of the Forest Oaks and Crooked Creek Subdivisions is contingent on utility availability regarding the West Interceptor Line being constructed by the Wastewater Department. In response to a question regarding the West Interceptor Line, Mayor 5 Swaim stated that the project is part of the sewer rate increase that is scheduled out, but added that with advanced funding through the Housing Facilities Board and Economic Development funds the project is proposed to go on line in late 2004, early 2005. City Engineer Whisker continued that the majority of lots available for construction currently are located in the Northlake and Oak Ridge Ranch Subdivisions. He stated that the Northlake Subdivision has approximately 100 lots that can be expanded from its original plan in the 70’s. Mayor Swaim noted that there has been some consideration to make Forest Oaks a gated community. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. APPOINTMENT(S): BOARD OF ADJUSTMENT Alderman Wilson moved, seconded by Alderman Howard to approve the reappointment of Martha Boyd for a term to expire February 5, 2007. MOTION CARRIED. ANNOUNCEMENT(S): Mayor Swaim announced City Hall will be closed Monday, th February 16 for Presidents Day. Mayor Swaim recognized newly appointed Chief Robert Baker. The City Council applauded his appointment. Alderman Fletcher voiced concerns regarding unsightly utility poles along Main Street, noting that they have aged and begun to lean. Mayor Swaim related that a Downtown Organization was formed approximately five years ago but did not receive a lot of participation. He cautioned the legality of the City’s ability to be financially involved, adding that it would mainly require a commitment from the area business owners. He related that an improvement district or a Tax Increment Financing (TIF) District has been suggested. He stated that it will require a financial investment from the property owners as well as cooperation from the City. He noted that it would cost several millions to have the utilities relocated underground. Chamber of Commerce Director Bonita Rownd stated that she feels those involved are beginning to realize they will need to reinvest and that the sentiment is one of excitement regarding the new construction on Main Street. She stated that a redevelopment district is probably near, th inviting City Council to attend the next meeting scheduled February 25, 11:30 a.m. at the Chamber of Commerce. Mayor Swaim stated that there is a lot of excitement regarding new venues for Jacksonville adding that there is the possibility of another new building downtown. He then asked the City Council to remember that the City had UALR students work on streetscapes for Jacksonville, pointing out that it is not that there has not been effort; there has not been any success. He pointed out that Walgreens has taken the first step and 6 hopefully that will generate enthusiasm and get people willing to invest money in downtown. He posed the question of where to define the district, and explained current issued regarding T21 funds for sidewalks not yet approved by Congress. He noted that First Arkansas Bank has the biggest investment on Main Street, and recognized them for rebuilding in the area. He reiterated the need for area property owners to invest and the possibility of a TIF, noting the legality of the City’s involvement and grant funds. He stated that there has never been a TIF in the State, but added that if the City Council were willing to be the first and suffer any Court challenges then he would also be willing. He noted that a Tax Increment Financing was made available through the last legislative session, adding that it is not an answer to every problem regarding downtown but it could help property owners if they are willing to put money into it. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2004 7:00 P.M. – 7:35 P.M. Chamber of Commerce Director Bonita Rownd explained that when a TIF is attached, property values are frozen at current levels. She pointed out that school districts or any entity receiving County funds would continue to receive that same funding, adding that in some instances it could be valuable to them because if an area is deteriorating the levels could fall over the next period of years. She added that once a TIF is passed, the amount the property begins to increase in value, because of the improvements, is captured above that base rate to begin repayment of the bond issue used to finance the project. Mayor Swaim agreed, pointing out that taxes would increase for business property owners in the area as their property is improved; which is why it is crucial to have a “buy in” from all the property owners involved within the defined TIF area regarding its feasibility. He stated that while the there is an advantage to a TIF, there is the tax increase disadvantage. He noted that TIF’s have worked in other states, but has not been done in Arkansas yet. ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:35 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer 7