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04 FEB 19.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7: 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 19, 2004 at the regular meeting place of the Council. Alderman Stroud 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, Wilson, Fletcher, Stroud, Twitty, and Howard answered roll call. Mayor Swaim also answered ROLL CALL declaring a quorum. 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, Justice of the Peace Dennis Sobba, Planning Commission Chairman Art Brannen, Mr. Charles Myers, 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 February 5, 2004 for approval and/or correction at the next Regularly Scheduled City Council Meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Stroud moved, seconded by Alderman Wilson that the minutes of the Regular City Council Meeting of 15 January 2004 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for January 2004. Said report reflects the Total Value of Reported Stolen Property $65,559. Total Value of Recovered Stolen Property $67,208 and Total Report Sales $492.00. REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for January 2004 from the Jacksonville Fire Department, which reflects a fire loss of $66,600 and a savings total of $1,818,500.00. ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: 1 SANITATION DEPARTMENT: CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7: P.M. STREET DEPARTMENT: PARKS & RECREATION: PLANNING COMMISSION: GENERAL: ORDINANCE 1219 (#3-04) AN ORDINANCE ABANDONING PUBLIC RIGHT-OF-WAY EASEMENTS LOCATED IN THE NORTHGATE SUBDIVISION, JACKSONVILLE, ARKANSAS (GENERAL LOCATION: REAL PROPERTY LOCATED AT THE NORTHWEST CORNER OF THE INTERSECTION OF NORTH FIRST STREET AND NORTHGATE DRIVE; JACKSONVILLE, ARKANSAS); DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Alderman Smith moved, seconded by Alderman Elliott that Ordinance 1219 be placed on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1219. Alderman Smith moved, seconded by Alderman Howard that Ordinance 1219 be APPROVED on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Stroud moved, seconded by Alderman Wilson that Ordinance 1219 be placed on SECOND READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1219. Alderman Stroud moved, seconded by Alderman Ray that Ordinance 1219 be placed on THIRD and FINAL READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1219. Alderman Stroud moved, seconded by Alderman Wilson that Ordinance 1219 be APPROVED AND ADOPTED. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Smith moved, seconded by Alderman Ray that the EMERGENCY CLAUSE 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 1219 THIS 19 DAY OF FEBRUARY 2004. b. ORDINANCE 1220 (#4-04) AN ORDINANCE AMENDING AND MODIFYING JACKSONVILLE MUNICIPAL CODE §18.76; PROMULGATING REGULATIONS AND RULES REGARDING THE USAGE OF SIGNS WITHIN 2 THE CITY OF JACKSONVILLE; AND, FOR OTHER PURPOSES. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7:54 P.M. Alderman Smith moved, seconded by Alderman Sansing that Ordinance 1220 be placed on FIRST READING. The City Council viewed a Power Point presentation regarding existing signage in the City. Alderman Stroud related that during a seminar with realtors, bankers and appraisers held at the Chamber of Commerce, it was discussed that enforcement of present City ordinances would encourage property values. He noted the progress of the cleanup Ordinance; pointing out that a new Code Enforcement officer was hired, 3,585 grass letters have been sent with the City mowing 355 of those properties, 1,987 trash letters have been sent and more than 1,396 junk cars were tagged with 140 being towed by City. He mentioned the passage of the Landscaping Ordinance to help beautify Jacksonville. He then stated that a sign Ordinance ties in with previous efforts, noting the goal to make the sign Ordinance fair to all businesses while addressing aesthetics and safety, as well as the new technology of electronic signage. He reviewed problem signage as depicted in the Power Pointe presentation mentioning yard sale signs being attached to telephone poles, not removed or discarded in the rights-of-way creating problems for City mowers. He then addressed portable signs being prohibited, unsafe signage, multiple signage, maintenance and abandoned signage. He then addressed banners pointing out their use in the car industry and others that use banners in rights- of-way, mentioning maintenance issues. He stated that a clean city is a marketable city, that attracts upscale restaurants, better paying jobs, lowers the crime rate and vandalism. He noted that banners presently have to be mounted to the business or attached to poles. Alderman Smith noted that the definitions have been expanded to encompass electronic informational signs, adding that no signs were grandfathered unless there were previously granted a variance by the Board of Adjustment. He related that the Ordinance allows businesses to have banners as long as they are professional and not in disrepair. He stated that the Ordinance allows two directional signs, and that portable signage is prohibited or must be fully encased, made permanent and approved by the City Engineer. He stated that religious events could be advertised twice a year, with no more than one sign per lot, displayed no earlier than three weeks before the event and removed no later than one week following the event. He stated that fines have been increased for non-compliance, and that no billboard can be constructed without approval by the Board of Adjustment. He requested that under the definition of banner, that the word “building” be replaced with the word “business”. He suggested that the Ordinance be passed on first reading and allow the City Council time to study the Ordinance for further input. He thanked the Sign Committee for their time and contributions. 3 City Attorney Bamburg clarified that any sign that has obtained a permit appropriately through the City would be in compliance, adding that the only signage that will be asked to come into the compliance will be signage that is not in compliance without a variance. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7:54 P.M. In response to a question posed by Alderman Wilson, City Attorney Bamburg related that if the Ordinance is adopted, Code Enforcement would make a list of signs that are not compliant regarding any variance or permit. He related that notices would be sent to the owners giving them 180 days to bring the sign into compliance or seek a variance from the Board of Adjustment. Mayor Swaim then answered Alderman Wilson that a time factor has not been determined yet, adding that the only way the Ordinance can be enforced with present staff is on a time available basis. He stated that it may seem to some that the City is not enforcing it equally because of the gaps between times, but it will be enforced as Code Enforcement has available time to do so. Alderman Smith mentioned concerns for grandfathering existing signage, adding that it was not something that the Committee was in favor of; but the City Council could decide to grandfathered signage as part of the Ordinance. Mayor Swaim noted that non-conforming signage would be the issues, adding that Code Enforcement would make the determination and then take the steps described by City Attorney Bamburg. In response to a question posed by Alderman Wilson, City Engineer Whisker related that the section regarding billboards has not changed from the present Ordinance, adding that it has always been a requirement that billboards be approved by the Board of Adjustment. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1220. Alderman Smith moved, seconded by Alderman Ray that Ordinance 1220 be APPROVED on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. c. STRATEGIC PARTNERSHIP IN HUMAN RESOURCE Human Resource Director Charlie Brown thanked the City Council for the opportunity to disseminate the strategic partnership in Human Resource. He stated that in dealing with people the “personnel” title did not fit as well as “Human Resources”. He related that the strategic importance of Human Resource is being a partner to better serve the employees and citizens. He stated that the partnership perspective is termed the Human 4 Resource Triad. He noted that a key part of their responsibilities is Health, Safety, Security and to look ahead at reoccurring themes. He stated that Human Resource is the available talents and energies of our employees, which contributes to the creation and realization of the City’s mission, vision and goals. He stated that employees are the CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7:54 P.M. City’s most valuable resource. He then related that the triad involves the Human Resource Department, Department Directors, and City Employees, pointing out that the Human Resource Department assures the fair treatment of all the employees and some shared responsibilities between the Directors and Human Resources and City employees to work as a team toward City goals. He stated that the Human Resource responsibilities include regulatory compliance, employee relations, health, safety & security, payroll & benefits, State unemployment insurance management, employee records, Human Resource information management and Workers Compensation. He stated that regulatory compliance requires Human Resource to ensure that the City is following the Federal and State Statutes regarding FMLA (family medical leave act), Title VII (Civil Rights Act), FLSA (Fair Labor Standards Act), DOL (Department of Labor), IRCA (Immigration Reform Control Act). He related that employee relations address job descriptions, employee handbook, supervisor operations manual, employee complaint resolution, employee communication, staffing assistance, and turnover analysis. He then stated that working the health, safety and security program aggressively allows for more productivity, increased efficiency and reduction of the medical insurance costs, and lowers workers compensation rates to offer the City greater flexibility. He related hazards in health, safety and security regarding occupational accidents and occupational diseases that can affect the Fire, Police and Sanitation employees. He added that improvement strategies include monitoring safety and health incidences, their frequency and severity rates along with measuring ergonomics, behavior modification and the implementation of a safety-working group. He addressed strategies to reduce the incidence of diseases by keeping good records and monitoring exposures. He then related that the City is a direct reimbursable account regarding State unemployment, which means the Human Resource Department takes a very aggressive approach to managing that as a benefit. He stated that employee records are a key function in the Human Resource Information Computer Management System. He noted that in March 1993 the City first began using the ABRA System interfaced with payroll and finance, which later became a data base for Human Resource and is an ongoing project between Human Resource, Finance and the information technical area. He related that they monitor Payroll, Benefits and a competitive pay policy constantly to help maintain better employees. He related that a statement of direct compensation and employee benefits is provided. He stated that other benefits that attract and retain good employees are the AFLAC insurance, a Cafeteria Plan, and paid time off accruals, which all serve to enhance the City’s image as an employer of choice. He stated that Human Resources is 5 looking at additional functions to become more proactive toward employees regarding the development of employee assistance programs that deals with some issues that affects an employees job performance as well as less risk exposure to keep expenses down. He reviewed the specialized training conducted by Human Resource including harassment training and supervisory training. He related that Human Resource always has recurring themes regarding employee relations, adding that he is convinced that paying attention to the employee makes them better CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7:54 P.M. employees. He noted that training and development is provided to employees regarding career tracking to help them see where they can advance as opportunities become available. He noted that Human Resource conducts a compensation group to perform surveys based on ordinances passed by the City Council. In response to a question posed by Alderman Wilson, Director Brown stated that supervisory training is accomplished through a multitude of avenues including inside and outside specialized supervisor training. He added that those programs are constantly reviewed to ensure quality. He then responded that promotion and training issues are coordinated by himself and the Director with the individual understanding that compensation is going to be closely related to training and how well they perform their job given defined expectations. In response to a question posed by Alderman Stroud, Director Brown related that the City was not doing very well two years ago regarding Fire and Police turnover, but over the last year the turnover rate went from 21% down to less than 11%, with no turnovers in the Police Department in the last six months. Mayor Swaim related that prior to Mr. Brown’s tenure, the City used an 18 hour middle and higher level management training course, mentioning also the annual training opportunities provided by Arkansas Municipal League and noting a Planning Commission seminar attended today by many Planning Commissioners, City Engineer Whisker and the City Clerk. Mayor Swaim introduced an informational item, relating that he and Chamber of Commerce Director Bonita Rownd showed available sites to a prospect today. He stated that after viewing several available property sites and ascertaining the availability of utilities and transportation, they asked to see the areas of the lowest price rental and the lowest price sale of property. He pointed out that this is not unusual, adding that it is part of the decision making process, and people want to know about the quality of life in a community. He related that the he wanted to mention this because often people get upset about the City condemning homes, adding that the prospect regarded such action by a city to be a sign of improvement. He related that the prospect had said that one of the ways they make their decision is to go into an area that is run down and determine if there is any effort on the city’s behalf to improve the 6 area. He stated that the prospect also related that if there are efforts to improve the area, such as Jacksonville has done, then it helps in the decision making process. Mayor Swaim then related that while some people misunderstand the City’s motives, when people look at our City to locate an industry, business or a place to live it is important that they know that the City is working on any problems it may have. He added that the prospect is also looking at other cities and other states. He stated that he did want to let everyone know that the condemnations and clean ups were recognized as an improvement process. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING FEBRUARY 19, 2004 7:00 P.M. – 7:54 P.M. Alderman Fletcher offered that the formation of an education committee might address other needs in the community regarding local schools, the education facility and the adult education center. He stressed the importance these issues have relating to the entire community, pointing out the need to bring a cohesive plan of efforts together to benefit educational venues and the school children. Mayor Swaim related that the organization formed to create a separate school district still exists and is raising funds toward a million dollar annuity to address those issues. He stated that the organization has approximately two hundred plus thousand dollars that has been donated by local business, lending institutions and organization members. He then recognized the Chamber of Commerce Education Committee, which also works to improve educational issues in Jacksonville. He noted that the public is invited and encouraged to be involved. He stated that there was a meeting last week with Dr. Henderson to discuss improvement issues and to bring out issues of difference. He stated that as a consequence of that meeting, Dr. Henderson has set another meeting to seek solutions. He related that Dr. Henderson had been very frank in stating that the solution to the problem is money. He stated that improvements costs a lot of money, adding that that there is major effort to address the problems. He stated that Chamber of Commerce Director Bonita Rownd can attest that education was a prime interest from the prospect today. He added that the quality of education enters into all of the efforts to upgrade Jacksonville. He stated that he feels those efforts are best served through the Chamber of Commerce or the Jacksonville Education Foundation. He noted that Aldermen Stroud and Wilson are involved with those entities, adding that everyone is invited to join. He related that some members have already donated, he then encourage everyone to support organizations already in place and be more active and participatorier. APPOINTMENT(S): ANNOUNCEMENT(S): ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:54 p.m. Respectfully, 7 ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer 8