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93 Jun 17 11 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. 8:19 P.M. REGULAR CITY COUNCIL MEETING - CITY HALL - #1 INDUSTRIAL DRIVE The City Council of the City of Jacksonville, Arkansas met in Regular Session on June 17, 1993 at the regular meeting place of the Council. Alderman Ray delivered the invocation after which Mayor Tommy Swaim led the standing audience in the "Pledge of Allegiance" to the flag. ROLL CALL: Aldermen: Knight, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty answered ROLL CALL. PRESENT NINE (9), ABSENT ONE (1). Alderman Lewis arrived at approximately 7:15 p.m. Alderman Smith was absent. Mayor Swaim also answered ROLL CALL and declared a quorum. Others present for the meeting: City Attorney Robert E. Bamburg, Deputy City Clerk Susan Goings, Mayoral Aide Michael Beeman, Asst. to the Mayor Betty Anderson, City Engineer Duane Reel, Public Works Coordinator Skip Spears, Finance Director Paul Mushrush, CDBG Director Tony Ply, Fire Chief Rick Ezell, Police Chief Don Tate, Asst. Police Chief Hibbs, Chairman of the Board of Adjustment Art Brannen, Auditors Gerald Clark and Mark McAlister, other city employees, interested citizens and members of the press. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council Meeting of June 3, 1993 for study and action at the next Regular City Council Meeting. APPROVAL AND /OR CORRECTION OF MINUTES: Alderman Ray moved, seconded by Alderman Wilson that the minutes of the May 20, 1993 Regular City Council Meeting be APPROVED. MOTION CARRIED. CONSENT AGENDA: a. CDBG Regular Monthly Report /May, 1993. b. FIRE DEPARTMENT Regular Monthly Report /May 1993. COMMUNITY DEVELOPMENT: MAY 1993 Alderman Knight moved, seconded by Alderman Wilson that the Regular Monthly Report of the CDBG Department be APPROVED. Said report reflects the following for May. Informational meetings 3, Sunnyside Drainage Acquisition Deed 1, REHAB: mortgage filed 1, Application letters 4, Work write -ups 1, Bid openings 3, Pre- , construction conference 3, Interim Inspections 20, Project close- outs 2. PUBLIC WORKS: Advertisement for bid (water project) 1, Proposals received (water project) 1, Interim Inspections 10, HUD Workshops 3. ROLL CALL: Alderman Knight, Sansing, Ray, Wilson, Fletcher Williamson, Keaton and Twitty. MOTION CARRIED. 1 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. FIRE DEPARTMENT: MAY 1993 Alderman Knight moved, seconded by Alderman Wilson that the Monthly Report of the Jacksonville Fire Department for May 1993, be APPROVED. Said report reflects an estimated fire loss of $500,900.00. ROLL CALL: Aldermen: Knight, Sensing, Ray, Wilson, Williamson, Keaton and Twitty voted AYE. MOTION CARRIED. WATER DEPARTMENT: SEWER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: Report from City Engineer Ref: Oakhurst and Stonewall Drainage Bids. Mayor Swaim introduced the item of business and invited the City Engineer Duane Reel to speak in regard to his findings. City Engineer Reel related that Lambert Construction who submitted the second low bid on the Oakhurst Drainage Project, has been a sub - contractor for Lawrence Brothers who offered a glowing reported on Lambert Construction. He further related that the Highway Department said "they do good work if you stay with them ". He stated he has no problems awarding the contract to Lambert Construction upon Council's approval. He stated that he received documentation from Building and Utilities Construction, who asked to be relieved from his bids on the Oakhurst and Stonewall Drainage Projects. He related that the documentation did not go into depth in regard to major difference such as construction stake -out and excavation. He stated that he was not sure that Building and Utilities Construction thoroughly looked at the project. In reference to the Stonewall project he stated that all prices were in line with the next low bidder. City Engineer Reel recommended asking Building and Utilities Construction to forfeit their bid bond on the Stonewall Project and allow them to retain their bid bond on the Oakhurst Project. Alderman Williamson stated that Building and Utilities should not be allowed to retain the Oakhurst bid bond. 2 S CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. 8:19 P.M. In response to a question from Alderman Knight in regard to the claim made by Building and Utilities that the major price difference was due to a mistake on the labor, City Engineer Reel related that documentation enclosed a five thousand dollar labor difference on the installation of a pre -cast box culvert, adding that it does not make up a 60,000.00 dollar labor difference claimed by Building & Utilities Construction. Alderman Ray moved, seconded by Alderman Williamson to request forfeiture of both bid bonds from Building & Utilities Construction for the Oakhurst and Stonewall Drainage Projects. j Alderman Keaton questioned the legality of asking for forfeiture of a bid bond without extending the option to do the job adding that the contract has already been awarded to the second low bidder. He stated that he did not feel the bonding company would cover the bid bond without the option to do the job. He further stated that Building and Utilities should not be held in penalty for the miscalculations in regard to the Oakhurst project, however he felt the Stonewall project bid should be retained. I Discussion ensued as to the intent of the contractor and the purpose surrounding bid bonds. -- City Attorney Bamburg concurred with Alderman Wilson that in light of the mistake which occurred with the Oakhurst bid, it is reasonable for the city to feel uncomfortable with the bid from Building & Utilities Construction on the Stonewall project. Further discussion ensued as to the credibility of the Building and Utilities Construction Company. Alderman Keaton, moved seconded by Alderman Sansing to amend the motion on the floor to accept the rejection of his bid without the forfeiture of his bid bond on the Oakhurst Project and ask for the forfeiture of bid bond on the Stonewall Project. Alderman Ray expressed that a precedence could be set by letting Building & Utilities Construction out of the contract and allowing them to keep the bid bonds. Mayor Swaim asked the Council to prepare to vote on the AMENDMENT which would allow the City to retain the Stonewall bid bond only as opposed to the previous motion that both bid bonds be retained. 3 40 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. ROLL CALL: Aldermen Sansing, Wilson, Fletcher, Keaton and Twitty voted AYE. Alderman Knight, Ray and Williamson voted NAY. Alderman Lewis ABSTAINED. Five (5) voted AYE. Three voted (3) NAY. One (1) ABSTAINED. MOTION CARRIED. Mayor Swaim announced that the motion carried on the amendment and asked Council to prepare to vote on the original motion to retain the bid bond on the Stonewall project. ROLL CALL: Aldermen Knight, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. MOTION CARRIED. PARES & RECREATION DEPARTMENT: SANITATION DEPARTMENT: PLANNING COMMISSION: Request to accept Final Plat on the Foxwood Subdivision Phase IX Mayor Swaim introduced the item of business and stated that the - Final Plat had received the approval of the Planning Commission. Alderman Wilson moved, seconded by Alderman Ray to ACCEPT the Final Plat Foxwood Subdivision Phase IX with the stipulations as submitted by the Planning Commission for approval on utilities and lots 405F, 407F, 408F and 409F designated as being in the flood plain. Alderman Ray noted that he has received complaints from some of the plumbers contracted in the Stonewall Subdivision regarding difficulty in locating sewer taps. City Engineer related that the information would be forwarded to the Sewer Commission and Dick VanPelt. Mayor Swaim re- introduced the current item of business. City Engineer Reel related that the Planning Commission voted to accept the Final Plat of the Foxwood Subdivision Phase IX pending final letters of acceptance from the Sewer Commission and the Water Commission which will meet the following week. Re further related that four lots would be labeled with the letter F as a flood plain designation for lots 405, 407, 408, and 409. MOTION CARRIED. 4 7 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. GENERAL: a. Presentation of 1992 Audit. Mayor Swaim introduced Mr. Mark McAlister to address the Council in regard to the 1992 Audit Presentation. Mr. McAlister thanked the Council for the opportunity to perform the 1992 audit. He pointed out that the format and style was changed in order to make the report more comprehensive. He pointed out that total revenues for 1992 were nine million four thousand dollars which represent a 3.5% increase over the 1991 revenues with 38% from the Pulaski County 1% Sales Tax and Turnbacks from the state contributing another 22% percent. Total operating expenditures in 1992 were eight million seven hundred ninety five thousand representing a 15% increase over 1991. Overall the operating revenues exceeded expenditures by two hundred nine thousand dollars. The City's reserves in its operating funds increased to five million three hundred seventeen thousand at the end of 1992, which is equal to 60% of the total revenues for the year. He pointed out that the expenditures of the following departments were under budget in the general fund which reflected excellent budgetary controls during 1992 and effective cost containment by city management. He stated that Federal and State Laws and regulations governing financial activities had been complied with. He expressed appreciation to the City Finance Department for their help in the audit process. There were no recommendations carried over from 1991 and Mr. McAlister related that recommendations in the 1992 audit are being addressed. Other data relating to the audit report is on file in the office of the City Clerk. Alderman Knight expressed appreciation regarding city management and the McAlister Firm. Alderman Knight moved, seconded by Alderman Ray to APPROVE the 1992 audit report as presented. MOTION CARRIED. b. DISCUSSION: Communications Equipment Mayor Swaim related that recently under emergency situations the entire city responded well especially the two emergency departments. He commended the Pulaski County School Department, Little Rock Air Force Base, the County Emergency Services i Department as well as other departments within the City of Jacksonville. 5 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. He commented that since 1987, communications equipment has needed to be updated and that the recent emergency verified the need. He related that to get the type of equipment that the city needs it would cost approximately one million dollars. He related that the City of Little Rock has bought a eight hundred trunking system and has reserved space for cities in Pulaski County who desire to participate in the system. He made note of efforts being made by the Mayors and the County Judge in updating communications over the county. He said that dispatcher location was a major concern in said negotiations. He pointed out that at present the Fire Department has only one frequency, that only one person can communicate an emergency at the time. While the Police Department has more frequencies, there is still a need for more. Alderman Fletcher questioned a recent incident at the Vertac site and Mayor Swaim related that EPA is doing a full investigation and that the circumstances are under control at this time. He said that the reports for salt and air emissions are negative. He related that he would request a representative attend a Council Meeting when the investigation is complete. Mayor Swaim related that buying into the County Trunking System for Fire and Police alone is estimated to cost seven hundred forty thousand dollars and that meant with all of North Pulaski County. Mayor Swaim related that he wanted to apprize the Council of the existing need with regard to radio activity for City Departments. In response to questions posed by Aldermen Knight and Wilson regarding grants and equipment, Mayor Swaim stated that no grants are available and that Motorola Equipment would have to be purchased for the City to comply with the Pulaski County Trunking System. He expressed concerns regarding delaying radio dispatching to another area. He said he felt more comfortable dispatching from our area. The Mayor commented that cellular phones were used during the recent evacuation process. He commended the following for their aid and support: Little Rock Air Force Base, North Little Rock, Gravel Ridge, State OES, County OES. He noted that a cascade bank was used, donated by LRAFB, and that a portable cascade bank will be proposed for purchase by the City. Other discussion ensued but no decisions were made by the Council regarding the Pulaski County Trunking System. 6 C I CITY OF JACKSONVILLE, ARKANSAS , i REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. Alderman Knight related that for seven or eight years she has promoted the expansion of the emergency services dispatch service. She said that this example has modified that desire asking what the cost would be to have a dispatcher in Jacksonville with regard to the trunk system. Mayor Swaim related that the city can have its own trunking system and still be able to communicate with the office of the County Sheriff. He said that a repeating tower would have to be built by the city relating that the present equipment is sufficient to reach to North Pulaski County at this time. Chief Tate said that components have to be compatible on the eight hundred system in reply to a question by Alderman Knight regarding whether or not LRAFB could be a part of it. Mayor Swaim related that the City of Little Rock spent approximately five million dollars with regard to implementing the trunking system. A special meeting was suggested by Alderman Wilson as he suggested that cost estimates and options be presented to the Council. Chief Tate pointed out that a purchase at this time would not be available for six to nine months. He replied to a question from Alderman Ray that information could be made available to the Council at the next meeting with regard to purchasing the equipment needed for emergency service situations. Alderman Ray commended the efforts of the Mayor during the recent emergency. He said that Mayor Swaim's decisions with regard to the radius of evacuation, closing the freeway and the school children were very good ones in his opinion. The consensus of the City Council was that pertinent information be presented after the next Regular City Council Meeting. c. DISCUSSION: Purchase of a Mobile Command Post Mayor Swaim related that an old ambulance was considered as a command post but was inadequate, that a motor home is being considered at this time. He related that it will hopefully not be often used, but that it is necessary. He said that control is the key in an emergency situation and that a command post in a motor home would comply with the need as he related the recent situation. Chief Ezell voiced that he has researched Haz -Mat Centers and that his recommendation is for the purchase of a motor home. 7 l CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. He said that a used motor home would not be a wise purchase explaining that its use on a limited basis is the major factor. He stated a proposed cost range from nine to twenty five thousand dollars without the equipment installed that would be needed for emergency operations. Mayor Swaim recommended the purchase of a motor home with renovations by members of the Fire Department. Alderman Keaton recommended that the Council pursue the purchase of a motor home for use as a command post and a communications system. Mayor Swaim recommended that the two chiefs be allowed to search for a proper command post with the ability to place it on hold and refer back to the Council. Alderman Keaton noted that a steel bodied truck would be needed in order to accommodate the attachment of heavy equipment. APPOINTMENTS: Hospital Commission: Mr. Roy Hart to fill the un- expired term of Mr. Mike Fisher ending June 30, 1995. Alderman Wilson moved, seconded by Alderman Keaton to APPROVE the appointment of Mr. Roy Hart to the Hospital Commission for a term to expire 6/30/1995. MOTION CARRIED. ANNOUNCEMENTS: Mayor Swaim related that the dedication ceremony for the Marshall L. Smith Memorial Playground will be held July 1, 1993 at 10:30 a.m. ADDITION TO AGENDA: a. Discussion: Health Insurance Mayor Swaim related that a rate adjustment with the health insurance at six month intervals has occurred adding that a committee may need to be formed to investigate benefits and additional cost. Mayor Swaim recommended that at this time we remain with the Municipal League who is the current insurance provider. He related that they are offering some additional benefits and with the opportunity to waive the deductible in regard to participating doctors and clinics. He further related that eye care would be added in January at the same cost. He stated that the increase would make an eleven thousand dollar difference in the general fund budget for this year. Total cost for the remainder of the year including outside the general fund would be fourteen thousand dollars. 8 li CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JUNE 17, 1993 7:00 P.M. - 8:19 P.M. b. Resolution 462 ( #4 -93) A RESOLUTION EXPRESSING SUPPORT FOR ARKANSAS' LIBRARY MILLAGE CAMPAIGN; AND, FOR OTHER PURPOSES. Alderman Wilson who sponsored the resolution stated that he would like the resolution acted upon at the July 1, 1993 meeting. c. Crime Update: Mayor Swaim commended the Police Department and the results brought from diligent police work. He related that a long standing crime has now been solved adding that the police department has not forgotten any crimes and are investigating other long standing 1 ones. ADJOURNMENT Mayor Swaim adjourned the meeting at approximately 8:15 p.m. I Respectfully, -,C.ct.A.),OZ.A...„.„ /Leonard MAYOR ' City Clerk- Treasurer l 1 9