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05 JAN 20.doc CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 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 January 20, 2005 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, Lewis, Sansing, Ray, Rinker, 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 Robert Bamburg, Deputy Clerk Tawnya Johnson, Human Resource Director Charlie Brown, Finance Director Paul Mushrush, Finance Accountant Cheryl Erkel, City Engineer Jay Whisker, Public Works Director Jim Oakley, Fire Chief John Vanderhoof, Battalion Chief Joe Bratton, Police Captain J.J. Martin, Parks and Recreation Director George Biggs, CDBG Director Theresa Watson, Wastewater Manager Thea Hughes, Sewer Commission Chairman Joan Zumwalt, Water Department Superintendent Ken Anderson, Water Commission Chairman Thad Gray, Mrs. Judy Swaim, Mrs. Edith Smith, Mrs. Lendy Lewis, Mr. Larry Dupree, Mr. Larry Smith, interested citizens and members of the press. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the regular City Council meeting of January 6, 2005 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 16 December 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 December 2004. Said report reflects the Total Value of Reported Stolen Property $78,551. Total Value of Recovered Stolen Property $27,179 and Total Report Sales $419.00. REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for December 2004 from the Jacksonville Fire Department, which reflects a fire loss of $42,450 and a savings total of $57,000.00. REGULAR MONTHLY REPORT/ENGINEERING Alderman Elliott moved, seconded by Alderman Ray to approve the Regular Monthly Report for December 2004. Said report reflects: PERMITS/LICENSE ISSUED INSPECTIONS PREFORMED Building Permits 14 Building Inspections 48 Business License 5 HVACR 70 1 Plumbing 76 Electrical 27 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. UNSIGHTLY & UNSANITARY VEHICLES Grass Letters 0 Notice of Noncompliance 14 Property Mowed 0 Towed 4 Trash Letters 58 Trash Removal 6 CONDEMNATIONS Cost for December $1,261.71 Structural Maint. Letters 3 Structural Repairs Made 0 Demolitions 3 ROLL CALL: Aldermen Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Stroud, Twitty, and Howard voted AYE. MOTION CARRIED. WATER DEPARTMENT: Annual Report for 2004 Water Department Superintendent Mr. Ken Anderson reviewed highlights of the 2004 Jacksonville Water Commission report as follows. He related that the Waterworks crew completed ten major projects in 2004 totaling 5,550 linear feet in water mains, 2 fire hydrants, 20 valves and 50 water services. He then stated that the Water Department’s engineering consultants helped to re-map their entire water distribution system into electronic format to make updates as required. He related that 9 subdivisions were inspected consisting of 5,025 linear feet of mains, 9 fire hydrants, 35 valves and 100 service connections. He noted that the Inspection Department performed 2,521 line locations through Arkansas One Call, 266 subdivision inspections and 225 cross- connection inspections. He then added that the Production Department participated in 5 projects in 2004, explaining that the main project was the completed construction of well #12 on Kerr Road. He noted that this well was a replacement of Well #2. He related that the crew also installed a concrete pad at the West Plant used for a back-up generator, painted two of the elevated storage tanks and performed security improvements at various sites around the system. He stated that the customer base for 2004 was 9,262 representing a 2% increase. He related that there were 33 employees employed in 2004, which has been constant for the last several years, and overtime was 4% of the total payroll as compared to 4.6% for the previous year. He stated that bad debts increased 3.2% from a total figure of $13,464.54 in 2003 to $13,892.23 in 2004. He stated that the Department has 7 licensed employees, adding that 2 additional employees are in the process of obtaining their license. He noted that there were approximately 17,952 distribution work orders for 2004, adding that of those 100 were for major water main breaks, 10 fire hydrant repairs and replacements, 34 new 2 fire hydrants, 35 new values, 145 new service connections, 14,041 customer service calls, 2,402 meter investigations and repairs, 1,185 service line repairs. He stated that the production for the year was up approximately .4%. He related that the LRAFB accounts for approximately CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. 15% of total metered production, Furlow Association accounted for 5%, Bayou Two Association accounted for 6%, and the City of Cabot accounted for less than 1% with the remainder of 73.2% for the City of Jacksonville. He stated that the total production in 2004 was 1.5 billion gallons, adding that the average daily demand was 4.1 million. He stated that water loss was down to 15.1%. He then added that production from the wells was 540,041, which accounted for 36% of the total production and that 970,059 was purchased from Central Arkansas Water, which accounted for 64%. He related that the maximum daily flow was 6,352,000 million gallons, adding that the system capacity is 10 million gallons per day. He explained that with the new water line from Central Arkansas Water that will increase to 12 million gallons per day. In response to a question from Alderman Fletcher, Mr. Anderson related that the water loss percentage comes from leakage, with a majority being fire hydrant maintenance and fire flow for fighting fires. He then explained that the jump in 2001 occurred when Cabot stopped purchasing water, further explaining that the decrease in production increased the percentage of water loss. Mayor Swaim expressed the Council’s appreciation to the Water Commission. WASTEWATER DEPARTMENT: Annual Report for 2004 Mrs. Thea Hughes reported that in June 2004, the EPA closed the Administrative Order that the Department had been under for over 16 years. She related that one requirement of closing the order was for the Department to continue its aggressive rehab program. She then added that th the Department has just completed its 9 consecutive year with no permit violations. She attributed the success of the operation to the Wastewater Department operators. She stated that the Department responded to 230 main line and service line customer calls, adding that analysis has determined that the rehab program is beginning to take effect. She stated that in 2004 there were 32 overflowing manholes as compared to 34 in 2003. She pointed out that while that may not seem like a big decrease the amount of rainfall in 2004 was significantly increased by almost double the pervious year. She related that in 2003 there were 100 main line calls and 75 in 2004, which is further evidence that the rehab program is working. She then related that the Department launched an aggressive grease campaign to educate the public not to pour grease in drains and is pleased to report that 45 of the 75 calls in 2004, as compared to 79 of 116 in 2003, were grease related. She related that the Department 3 replaced 3,337 of main line, which was a decrease explaining that a majority to the pipe was in significant areas such as 24” duct line pipe down the Rocky Branch Creek. She stated that 57,350 feet of line was televised, 303 private service lines were inspected, and property owners repaired 15 service lines. She stated that 2.234 billion gallons of wastewater was process in 2004, which includes a large amount of rainwater. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. She related that all industrial users were in compliance, adding that 303 restaurant grease trap inspections were performed along with 80 oil and water separator inspections in maintenance and mechanic shops. She stated that the Department received excellent lab ratings from EPA and passed all their ADEQ inspections. She stated that operating revenues were up 24% due to the rate increase, which was the second step of the five-step increase. She noted that even with the increase there was a net loss in operating revenues, adding that it is hoped the next phase of the rate increase will make a difference. She stated that construction of the West Interceptor has begun and is approximately 50% completed with a completion date of March 2005. She stated that the Wastewater Department has 17 licensed wastewater operators, which represents over half of the present staff. She stated that over 8 employees have a class III, 3 have a class IV, and 3 have a class II and 3 have a class I. She stated that there are also 16 licensed CDL drivers. Mayor Swaim expressed the Council’s appreciation to the Wastewater Commission. FIRE DEPARTMENT: POLICE DEPARTMENT: PARKS & RECREATION: STREET DEPARTMENT: SANITATION DEPARTMENT: PLANNING COMMISSION: GENERAL: a. STATE OF THE CITY Mayor Swaim stated that the City of Jacksonville is fortunate to have quality individuals who are willing to serve as Council members, Board members & Commission members, adding that these individuals along with our City employees, make his job more manageable. He stated that as the report is read it is clear that that running the operations of City government is truly a team effort. He stated that he would like to publicly thank all who participate – especially the volunteers, who give of their time and effort to serve. He stated that he would not be able to do his job without their help. He added that his remarks would be 4 limited to specific areas without covering all the activities of 2004. He urged that everyone read the report in its entirety. He related that most citizens are interested in how their tax dollars are being spent and accounted for, adding that he is pleased to report that the City stayed within the approved budget for 2004 and the financial activities continue to be well documented. He stated that the City transitioned to the required GASB Statement No. 34 (Basic Financial Statements & Management Discussion & Analysis for State and Local CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. Governments) without a hiccup. He added that this is the sixth consecutive year the City has been awarded the “Certificate of Achievement for Excellence in Financial Reporting” from the Government Finance Officers Association of the United States and Canada. He noted that Jacksonville is one of only 6 or 7 cities in Arkansas to receive the award and one of even fewer cities to receive it consecutively for the past six years. He stated that Human Resources continues to work on improving workplace safety programs as documented by a $15,000 reduction in our Worker’s Compensation Insurance premiums. He added that the total full-time turnover rate dropped below the average in municipal government organizations to 9.8% versus 12.67% in 2003. He stated that evolving technology has kept the City busy upgrading equipment and software to better serve the citizens, adding that minutes of Council meetings are now available on the website and all Ordinances, Resolutions, and Planning Commission minutes will be available in 2005. He pointed out that the recycling program continues to grow with the addition of 300 new citizens in 2004, bringing the numbers who recycle regularly to over 4,000 homes. He stated that recyclables collected, processed and sold totaled 1,190,455 pounds, which represents a 24% increase over the previous year, and brought in $68,790 in revenues. He added that approximately $12,000.00 was also saved in landfill cost because of recycling. He stated that the emergency responders such as Police, Fire, Ambulance & 9-1-1 continue to provide excellent service for the citizens of Jacksonville. He noted that as the City continues to grow, the need to expand these services will increase. He related that new development continued into 2005 with several new subdivisions approved, the largest being Base Commons with 245 lots. He stated that there were 123 new homes built and 21 new commercial permits issued. He added that the announcement of Chili’s Restaurant locating in Jacksonville has generated a lot of excitement and is expected to be completed soon. 5 He stated that one area of major accomplishment in 2004 was the approval of the new aquatics park, which is under construction, with a completion date early in spring. He stated that the citizens voted to fund the project along with a joint education facility and a Police/Fire training facility. He stated that the City has accumulated the funding for the aquatics park and funds are being set aside each month to fund the two additional projects. He stated that the budget is on schedule and projects should be funded within the proposed timeframe. He expressed his appreciation for help received and for the opportunity to serve as Mayor, asking everyone to take time to review the report completely. He noted that the State of the City report would be available on the website tomorrow. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. b. ORDINANCE 1242 (#4-05) AN ORDINANCE RECLASSIFYING PROPERTY IN THE CITY OF JACKSONVILLE, ARKANSAS (GENERAL LOCATION: PROPERTY LOCATED OFF OF McARTHUR DRIVE ADJACENT TO OAKWOOD APARTMENTS, JACKSONVILLE, ARKANSAS); AMENDING ORDINANCE NUMBERS 213 AND 238 AND THE LAND USE MAP OF THE CITY OF JACKSONVILLE, ARKANSAS; AND, FOR OTHER PURPOSES. Alderman Smith moved, seconded by Alderman Stroud that Ordinance 1242 be placed on FIRST READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read Ordinance 1242. Alderman Lewis moved, seconded by Alderman Ray that Ordinance 1242 be APPROVED on FIRST READING. Alderman Stroud noted that he was in attendance at the Planning Commission meeting, pointing out that while there were no objections to the rezoning, he is not in favor of rezoning property from residential to commercial, because he feels there is a shortage of residential property. Mayor Swaim noted that the property is adjacent to Oakwood Apartment complex, which may make the request more feasible. It was noted that the property consists of approximately 3 acres and is being proposed for some type of townhouse development. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Alderman Sansing moved, seconded by Alderman Ray to suspend the rules and place Ordinance 1242 on SECOND READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1242. 6 Alderman Smith moved, seconded by Alderman Howard to further suspend the rules and place Ordinance 1242 on THIRD and FINAL READING. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Stroud, Twitty, and Howard voted AYE. NAY (0). MOTION CARRIED. Whereupon City Attorney Bamburg read the heading of Ordinance 1242. Alderman Lewis moved, seconded by Alderman Ray that Ordinance 1242 be APPROVED AND ADOPTED. ROLL CALL: Alderman Elliott, Smith, Lewis, Sansing, Ray, Rinker, Fletcher, Twitty, and Howard voted AYE. Alderman Stroud voted NAY (0). MOTION CARRIED. th ORDINANCE APPROVED, ADOPTED AND NUMBER 1242 THIS 20 DAY OF JANUARY 2005. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. c. KEEP AMERICA BEAUTIFUL Alderman Stroud stated that the City of Jacksonville has an opportunity along with other cities in the County to address concerns of litter in the community. He noted that the issue would be addressed outside of government and focus on citizen involvement. He introduced Mr. Jack Singleton of the Keep Arkansas Beautiful Commission. Mr. Singleton noted that Keep Arkansas Beautiful is the statewide affiliate for Keep America Beautiful, which is an organization that has been in operation for 52 years. He recalled past spokes persons for the Keep America Beautiful program, explaining that the program helps communities to organize themselves to fight litter, waste and ugliness. He recognized the need to have an organized group outside of city government from the business community, the service non-profit citizen group and from government, working together to address the issues of litter and recycling and beautification. He stated that the Keep Arkansas Beautiful program can demonstrate how to put a city program in place. He acknowledged that the cost to join Keep America Beautiful hinders communities from participating, explaining that costs are based on population. He stated that there is a one-time certification fee, adding that for the City of Jacksonville based on population, the fee would be approximately $3,000.00. He added that following the certification fee there would be an annual fee of $150.00 to maintain the certification. He stated that the Keep Arkansas Beautiful program would then come in and organize a group from the business community, government and the non-profit sector to form a Keep Jacksonville Beautiful affiliate. He stated that approximately five or six years ago, Judge Buddy Villines paid the franchise fee based on the entire Pulaski County population. He related that the one-time fee has been paid and now the only costs to the City of Jacksonville would be the $150.00 annual fee. He stated that training would be provided once the Keep Jacksonville Beautiful Board is formed. He then noted that an additional commitment from the City of Jacksonville would be a staff person to act as the contact person for the affiliate and continued training. He offered the City Council material regarding the program and a worksheet used for 7 formulation of groups. Mayor Swaim noted that the contact person would be Public Works Director Jim Oakley who is already working with the Pulaski County program. Mr. Singleton noted that LRAFB is willing to partner with the City of Jacksonville in its Keep Jacksonville Beautiful affiliate. Alderman Stroud stated that the image of Jacksonville is critical to the litter problem. Mayor Swaim asked anyone wishing to be involved contact Jim Oakley at City Hall or Alderman Stroud. d. Request to approve Match for Fire Grant Mayor Swaim related that the Fire Department had an opportunity to apply for a grant to purchase a truck to pull the Fire Safety House, adding CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. that the Fire Safety House is an educational tool used to teach children about safety practices for getting out of a burning house. He related that the grant is for $49,000.00 and the City match would be $4,900.00. Alderman Stroud moved, seconded by Alderman Howard to approve the expenditure of $4,900.00 in matching funds for a fire grant awarded to the Fire Department. Mayor Swaim noted that the match amount would come from the special projects fund to be transferred into the grant fund. At this time, MOTION CARRIED. e. UPDATE Railroad Crossing Cost Estimates City Engineer Whisker related that after checking with the Union Pacific Railroad and the Federal Railroad Administration, minimum specifications including warning circuitry cost were quoted at $50,000.00 per intersection. He noted that the area would be a 4-quadrant intersection resulting in $250,000.00 per intersection. He then stated that one option would be to purchase a horn that sits at the tracks which reduces the amount of noise, adding that cost for that came in at $50,000.00 plus the $50,000.00 for the constant warning circuitry. Alderman Smith concurred, that his cost findings were approximately $250,000.00 per crossing and noted that because of the cost he fears no city will be able to participate. He stated that the ordinance should remain tabled. It was the consensus of the City Council to keep the ordinance tabled. PLANNING SESSION 8 Alderman Elliott suggested that the City Council host an informal planning session regarding future projects for the City. He offered that the sessions could be held on a quarterly or annual basis. Alderman Rinker supported the concept to host planning sessions. Mayor Swaim related that previously there had been discussion to bring in a planning facilitator, adding that in the previous session there were several priorities established, which some have been accomplished. He stated that there may be a need for some follow up on a quarterly or annual basis. He stated that he would like to have the Department Heads included for their input. Alderman Stroud noted that he learned at the Municipal League meeting that several cities host planning sessions on a quarterly basis, adding that those who participate had stated that it has been very informative. Alderman Lewis supported local training sessions in November, following the elections, for newly elected aldermen. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING JANUARY 20, 2005 7:00 P.M. – 7:58 P.M. Alderman Fletcher proposed that the City Council consider setting money aside to contract a more manicured mowing of the rights-of-way regarding the improvement of the physical appearance of the City. He related the need to focus on key intersections within the City. Alderman Lewis reiterated the need to improve mowing practices in key areas such as along the freeway of the City. Mayor Swaim related that the State contracts the mowing of the rights-of- way, which has not been as manicured as before when the State was performing the mowing. He then complimented the City Hall grounds, offering credit to the Beautification crew and the Master Gardeners Program that was began by Mrs. Joan Zumwalt. He noted that the City Hall grounds are maintained by volunteers of the Master Gardeners Program, adding that it is a good example of how volunteers make a big difference in a community. He noted that some cities have a Director of Volunteers to help maintain volunteers. Alderman Stroud complimented the Code Enforcement Department for its progress in addressing issues regarding inoperable vehicles, and noted the removal of two dilapidated structures on Oak and Elm Street. Mayor Swaim acknowledge the difficulty regarding the number of staffing in the Code Enforcement Department, pointing out that currently they are busy with complaints regarding the three local cab companies. He stated that one cab company was forced to close this week. 9 Mr. Richard Sprow, new program manager of the CDBG Incubator Program was introduced to the City Council. Mr. Sprow noted a successful graduation for the Incubator program and thanked Mayor Swaim for his speech to the students and in helping with the graduation certificates. APPOINTMENT(S): ANNOUNCEMENT(S): ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:58 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer 10