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93 Dec 02 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. - 8:15 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 December 2, 1993 at the regular meeting place of the Council. Alderman Lewis delivered the invocation after which Mayor Tommy Swaim led the standing audience in the "Pledge of Allegiance" to the flag. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty answered ROLL CALL: PRESENT NINE (9), ABSENT ONE (1). Alderman Knight was ill. 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, CDBG Director Tony Ply, Purchasing Director Liz Tuck, Economic Development Director Phil Sullivan, Vice Chairman of the Planning Commission Art Brannen, Fire Chief Rick Ezell, Police Chief Don Tate, Mrs. Judy Swaim, wife of the Mayor, 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 November 18, 1993 for study and action at the next Regular City Council Meeting. APPROVAL AND /OR CORRECTION OF MINUTES: Alderman Smith moved, seconded by Alderman Ray that the minutes of the November 4, 1993 Regular City Council Meeting be APPROVED. MOTION CARRIED. CONSENT AGENDA: WATER DEPARTMENT: SEWER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: ORDINANCE 1015 ( #28 -93) Ref: Waive Competitive Bidding /Dupree Park Entrance AN ORDINANCE WAIVING COMPETITIVE BIDDING FOR THE PURPOSE OF HIRING A CONSTRUCTION FIRM TO REVISE AND REDESIGN THE ENTRY TO DUPREE PARK; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES 1 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. 8:15 P.M. Mayor Swaim related that the Street Department recently advertised for bids regarding improvements to the Dupree Park entrance. He stated that no bids were received and that the City Council had advised the City Engineer to solicit bids and to negotiate for the project. He noted that the project cost was estimated by the City Engineer to be $39,000.00. He said that the negotiated price is $37,350.00 from Utility Management and Construction, Inc., 1010 South Redmond Rd., and that he desires that the work be done during this season of the year requesting that the contract be awarded. Mayor Swaim explained that a two -lane road is planned to alleviate traffic problems upon entering and exiting the ball fields. Alderman Keaton moved, seconded by Alderman Wilson that Ordinance 1015 be placed on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Ordinance read FIRST TIME by City Attorney Robert Hamburg. Alderman Ray moved, seconded by Alderman Sansing to dispense with the reading of the ordinance in its entirety. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. MOTION CARRIED. Alderman Smith moved, seconded by Alderman Lewis that the Ordinance be ACCEPTED on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Ray moved, seconded by Alderman Lewis, to suspend the rules and place the Ordinance on SECOND READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Hamburg read the Ordinance for the SECOND TIME. Alderman Sansing moved, seconded by Alderman Ray to further suspend the rules and place the Ordinance on THIRD AND FINAL READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. 2 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. - 8:15 P.M. Whereupon, City Attorney Bamburg read the Ordinance for the THIRD AND FINAL TIME. Alderman Wilson moved, seconded by Alderman Ray, that Ordinance be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Ray moved, seconded by Alderman Lewis, that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen: Smith, Sansing, Ray, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. ORDINANCE AND EMERGENCY CLAUSE ADOPTED AND NUMBER 1015 THIS 2ND DAY OF DECEMBER 1993. Alderman Wilson requested information at the next Regular City Council Meeting regarding the project. g g 4 P J PARKS & RECREATION DEPARTMENT: SANITATION DEPARTMENT: DEVIATION IN AGENDA: PLANNING COMMISSION: ORDINANCE 1014 ( #27 -93) Ref: Rezoning Stonewall Sub. Phase VI from R - 3 to R - 0 AN ORDINANCE RECLASSIFYING PROPERTY IN JACKSONVILLE, ARKANSAS (GENERAL LOCATION: STONEWALL SUBDIVISION PHASE VI SOUTH OF STONEWALL DRIVE ADJACENT TO THE RAILROAD RIGHT -OF -WAY); AMENDING ORDINANCE NUMBERS 213 AND 238 OF THE CITY OF JACKSONVILLE, ARKANSAS; AND, FOR OTHER PURPOSES. City Engineer Reel explained the location of the parcel, containing twenty (20) lots and presently zoned R -3, as south of Martin Street and east of the new development in Stonewall by Mr. Jim Green. Alderman Smith moved, seconded by Alderman Wilson that Ordinance 1015 be placed on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Ordinance read FIRST TIME by City Attorney Robert Bamburg. 3 1 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. - 8:15 P.M. Alderman Sansing moved, seconded by Alderman Ray to dispense with the reading of the ordinance in its entirety. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. MOTION CARRIED. Alderman Ray moved, seconded by Alderman Sansing that the Ordinance be ACCEPTED on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Smith moved, seconded by Alderman Sansing to suspend the rules and place the Ordinance on SECOND READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson Fletcher, Williamson, Beaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance for the SECOND TIME. Alderman Sansing moved, seconded by Alderman Lewis to further suspend the rules and place the Ordinance on THIRD AND FINAL READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, ' Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance for the THIRD AND FINAL TIME. Alderman Wilson moved, seconded by Alderman Lewis, that Ordinance be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. ORDINANCE APPROVED AND ADOPTED AND NUMBER 1014 THIS 2nd DAY OF DECEMBER 1993. GENERAL: C D B G/1994 FUNDING PUBLIC HEARING: 7:00 P.M. Mayor Swaim opened the public hearing at approximately 7:16 p.m. Mayor Swaim recognized CDBG Director Tony Ply who gave a breakdown, as set forth in Resolution 4 6 6, page three (3), of projected expenditures for the year 1994. He voiced the need for the rehabilitation of homes and help for first time home purchases. Mayor Swaim pointed out that a program for home renovation of $500,000.00 has been applied for and that application for a 4 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. - 8:15 P.M. preliminary grant for additional funding over and above that amount has been made. RESOLUTION NO. 466 ( #8 -93) RESOLUTION OF THE CITY COUNCIL OF THE CITY OF JACKSONVILLE, ARKANSAS, APPROVING THE STATEMENT OF COMMUNITY DEVELOPMENT OBJECTIVES AND PROJECTED USE OF FUNDS FOR THE ELEVENTH YEAR ENTITLEMENT INCREMENT OF THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM MAKING CERTAIN REQUIRED CERTIFICATIONS TO THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT, AND AUTHORIZING THE MAYOR TO SUBMIT THE PROGRAM MATERIALS TO THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT. Mr. Ply stated that if less that the $339,000.00 is received, all projects will be pared down and that if more than that amount is received, it will be applied to the Graham Road Drainage Project and the Johnson Park Project. Alderman Smith moved, seconded by Alderman Wilson to read Resolution 466. MOTION CARRIED. Whereupon City Attorney Bamburg read the Resolution. Alderman Smith moved, seconded by Alderman Wilson to suspend the rules and dispense with the reading of the Resolution in its entirety. MOTION CARRIED. Alderman Sansing moved, seconded by Alderman Ray to APPROVED Resolution 466. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY 0. MOTION CARRIED. Mayor Swaim closed the public hearing at approximately 7:25 p.m. RESUME AGENDA: PARK & RECREATION DEPARTMENT: Request to ACCEPT Bid: Ref: COMMUNITY CENTER Mayor Swaim pointed out that a one percent sales tax was passed for the purpose of building a Community Center. He related that bids were received in excess of what was expected to be spent in construction of the center, that all deductive alternates have been removed and through negotiations the City and the contractor have arrived at an acceptable price. (Bid sheet information included as Exhibit (A) of these minutes.) He stated the final bid price as $3,131,395.00. 5 4 l ' CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. 8:15 P.M. Financing for the project was submitted by Mayor Swaim and included in these minutes as Exhibit (B). He explained that funds amounting to $450,000.00 will be provided by the Housing Facilities Board and that they will have to be paid back as the revenues come in. He related that money will be taken from the following funds, Sales Tax Fund $250,000.00, Drainage Fund $200,000.00, Capital Improvement Fund $200,000.00, and the Equipment Fund $200,000.00. He said that the contractor has said that he will work with the City and that the plan as submitted will eliminate a bond issue which would be expensive for the City. He said that $300,000.00 plus will be spent on drainage in 1994, that there will still be Capital Improvement money available for projects but that some projects will have to be limited. He related that $127,000.00 per month in sales tax revenues is projected. Alderman Keaton moved, seconded by Alderman Williamson that the negotiated price of $3,131,395.00 from KINCO CONSTRUCTION for the Community Center Project be accepted. MOTION CARRIED. GENERAL: c. PRESENTATION OF PURCHASING MANUAL ORDINANCE 1016 ( #29 -93) AN ORDINANCE APPROVING AND ADOPTING THE CITY OF JACKSONVILLE PURCHASING MANUAL FOR GUIDANCE AND USE BY THE CITY OF JACKSONVILLE PURCHASING DEPARTMENT AND EMPLOYEES; DECLARING AN EMERGENCY; AND, FOR OTHER PURPOSES. Mayor Swaim voiced that the manual leaves no doubt about the manner in which purchases by the City of Jacksonville should be handled. Purchasing Director Liz Tuck said that the manual adheres to state law, giving information to suppliers and departments alike with regard to bidding. She said that as changes are made in laws governing purchasing procedures, revisions will be made to the manual. There was a short discussion regarding different areas of the manual but no changes were made in the document. Ms. Tuck pointed out that small businesses will have the opportunity to supply services for the city as well as larger businesses. She said that vendors can come to the office and receive help, if needed, in bid submissions. 6 1Mb CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. - 8:15 P.M. Mayor Swaim pointed out that every effort will be made to spend tax dollars frugally as guidelines for all bidding are followed. Mayor Swaim explained that the policy of the City of Jacksonville at this time is payment of bills twice a month, noting cut -off dates and cost factors related to handwritten checks as a question was posed by Alderman Keaton. It was pointed out by Mayor Swaim that the City Attorney has reviewed the manual. Alderman Sansing, sponsor of the item of business, spoke favorably of the manual and moved, seconded by Alderman Smith that Ordinance 1015 be placed on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Ordinance read FIRST TIME by City Attorney Robert Bamburg. Alderman Smith moved, seconded by Alderman Sansing that the Ordinance be ACCEPTED on FIRST READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Alderman Sansing moved, seconded by Alderman Lewis, to suspend the rules and place the Ordinance on SECOND READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance for the SECOND TIME. Alderman Fletcher moved, seconded by Alderman Williamson to further suspend the rules and place the Ordinance on THIRD AND FINAL READING. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. Whereupon, City Attorney Bamburg read the Ordinance for the THIRD AND FINAL TIME. Alderman Fletcher moved, seconded by Alderman Lewis, that Ordinance be APPROVED AND ADOPTED. ROLL CALL: Aldermen: Smith, Lewis, Sansing, Ray, Wilson, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. 7 149 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. 8:15 P.M. Alderman Sansing moved, seconded by Alderman Wilson, that the EMERGENCY CLAUSE be approved and adopted. ROLL CALL: Aldermen: Smith, Sansing, Ray, Fletcher, Williamson, Keaton and Twitty voted AYE. NAY (0). Motion received nine (9) affirmative votes, (0) negative votes. MOTION CARRIED. ORDINANCE AND EMERGENCY CLAUSE ADOPTED AND NUMBER 1016 THIS 2ND DAY OF DECEMBER 1993. d. DISCUSSION: 1994 Budget Mayor Swaim introduced the item of business and invited questions from the Council. Alderman Wilson commented that he felt the revenue estimations were conservative. Mayor Swaim related that he is conservative by nature but has been a little more liberal this year in one area, adding that because of the low interest rate revenues from interest have suffered without an expected great change. He related that what is a fair percentage of increase on the sales tax has been budgeted conservatively but accurately based on the past five year trend. He related that the sales tax is a major amount of income and that it is important to make sure income will be there when it has been budgeted. Alderman Wilson expressed concern over the status of the franchise situation currently under legislation. Mayor Swaim related that from the Municipal League's standpoint where it has been discussed at executive committee meetings the total technicality is uncertain at this time. He further related that Don Zimmerman has been asked to prepare, in case the ruling does hold up for all franchise fees, a special session with the governor so that there may be an opportunity to bring this before the legislature and change the law through legislation as opposed to a court battle. City Attorney Bamburg related that the Little Rock City Attorney's staff is working with the surrounding Municipalities around the state individually and through the Municipal League in an effort to join all the parties together in the appeal process. He further stated that a request for review by the State Supreme Court has been submitted with a ruling expected in the next thirty days. He said that the nature of the ruling will determine the nature of combined efforts of those cities affected. 8 ISO CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. 8:15 P.M. Alderman Ray voiced that he felt the budget looks good and addressed the possibility of free ambulance membership to city employees living within the city limits. Mayor Swaim explained that the fee of $50.00 for ambulance membership is used to purchase equipment for the Fire Department, that it is not a projected income and reiterated that he did not favor providing the benefit. Alderman Wilson asked that cost estimates and legal ramifications of such a benefit be reviewed by the Finance Department and the City Attorney to which Mayor Swaim agreed. Alderman Fletcher expressed concern regarding the turnover in the Police Department questioning whether or not salaries were an important factor in the matter. Mayor Swaim said that a survey by Betty Anderson shows that the city is more than competitive with regard to the salaries of radio operators and jailers. He went on to say that there are now six radio operators rather than three. He noted a 35% increase in police officers since 1989. He related that exit interviews have taken place for the last two years. Chief Don Tate related that the Police Department has some very fine minority police officers. Alderman Wilson requested information with regard to how many and why employees of the Police Department transferred out of the department over the last three years. Mayor Swaim said that the information would be provided at the next Regular Meeting. Mayor Swaim pointed out that 59% of all tax dollars go to the Public Safety Department. He related that salaries could possibly be raised with increased funds adding that singling out departments and giving them raises is difficult to do because it creates discord in certain areas. He said that the Police and Fire Departments, as well as other departments, are critical to the well being of the city. There was a short discussion regarding the activity of the Police Department, the matter of training officers and their transferring to other cities. That Jacksonville has a ratio of one officer to every 500 people in the city which, Mayor Swaim stated, is one of the highest in the state. 9 151 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 2, 1993 7:00 P.M. 8:15 P.M. it was pointed out by Alderman Ray that with any employment there is a certain amount of turnover and that information from the Municipal League shows Jacksonville in the top ten salary wise. Chief Tate stated that the City of Jacksonville has the highest clearance rating of any Police Department in the state for a city of our size and three out of the top six police officers in the Little Rock area from the Jacksonville Department. Concerns were expressed that good officers are leaving. Mayor Swaim said that last year starting salaries for Police and Fire was raised to $17,000.00 upon the advise of a consultant, making the salaries competitive. Chief Tate said that the new retirement system makes it easier for transfers from one city to another. He also pointed out that there is legislation governing transfers from one Police Department to another for a one year period. Mayor Swaim pointed out that benefits for employees of the City of Jacksonville, which are at present non - taxable, are better than some other areas. The general consensus of the Council was that a budget ordinance be prepared for action at the next Regular City Council Meeting. ANNOUNCEMENTS: Mayor Swaim announced a public hearing scheduled for 7:00 p.m. Tuesday 14 December 1993 at City Hall regarding the Economic Development Study. ADJOURNMENT: Mayor Swaim adjourned the meeting at approximately 8:15 p.m. Respectfully, /J /Yl /N C. , /I •I1� L� /a�I LI Lu M. Leonard MAY'R City Clerk- Treasurer i 10 Parks and Recreation Department 41 1111 $ P.O. Box 793 • 201 Mar St. (501)982-4d71 ' Jacksonville, Ar 72078 Fax (501) 982 - 6090 Nov. 29, 1993 • To: Lis Tuck, Purchasing Agent From: Annabelle M. Davis, Director Subject: SUMMARY OF BIDS & DEDUCTIVE ALTERNATES The following construction companies submitted bids for the 18, new community center on October , 1993: KINCO, Inc. $4,113,700 Progressive Const. $4,150,000 Wilkins Const. $4,175,138 Holland-Godwin $4,486,543 The apparent low bidder is KINCO, Inc., though it is considerably over the construction budget c $3.0 million, including architectural fees. The following represents a revised amount after using all Deductive Alternates as listed in bid package: Base Bid 54,113,700 Deductive Alternates: Hydraulic floor 151,000 - Child Care area 10,500 - 2 Racquetball cts. 59,000 - Interior brick 81,000 - Water Slide 29,000 - Entry Canopies 72,000 - Clock Tower 58,000 - Revised Bid Total 33,653,200 Negotiated Total $3,296,395 Less Arch. Fees 165,000 * * ** Final Bldg. Cost 33,131,39 * * ** (A "laundry list" of negotiated items in the construction package is being compiled at this time, and will be pro- vided the Mayor and Commission upon completion.) Exhibit A ;=qcux2 153 ma - r. n.t Q V ,e c co s 23 9 D G - N N .- N n r' 0 0 N N Gn 9N '-� �� n _ .7.--D n n n _ N S c CD R n 4 - is n `7 N 2 o y Z N a . N S9 L o n cF _ G K = a o K 3! n n = -- - - • mo_ 2 n ?= c v. v. I S. o n r- s: .- .-ice . = J u ' j }< o Z � o<-= ooK , ...Ni ...^4 ++ c o- r c. C Qn . ^ar ion c \^ K K \ �- . T0.. d ar ■ o v N_ .' 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