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80 Dec 04V NAME: James G. Reid, Mayor Mrs. Nancy Jane Gerren, City Clerk-Treasurer Paul Groce, City Attorney 1526 West Main Street 2812 Gray Fox Robert Batton, Municipal 501 West Main Street Court Judge 1010 Gregory Street WARD POS. # NAME: I 1 Emma Knight 400 North Oak Street I 2 II 1 II 2 III 1 III 2 IV 1 IV 2 Mike Abd i n V 1 Lee Lawson Ron Brooks Steve Hughes Larry Wilson ELECTED OFFICIALS CITY OF JACKSONVILLE January 1, 1980 ADDRESS: P. 0. Box #126 715 Hapsburg P. 0. Box #126 Jacksonville Wastewater 111 Essex Cove COUNCIL MEMBERSHIP ADDRESS: Chapel Hill Church 400 Hayes Street 1400 Braden /Rebsamen Memorial #6 Coral Lane 102 -A Cypress Circle 717 Lehman Drive First Jckvl. Bank #3 Nixon Dr. (ALL MAIL: P 0 Box #827) Martha Boyd 701 Poplar Apt. #104 -A 213 No. James Street Gary Fletcher 601 Carpenter P. 0. Box #448 703 Jefferson St. Phil Keaton 3212 North First Joe Williamson 913 Norma Court *serving out Tommy Swaim o s term in office **serving out Don Elkins' term in office Utility PHONE NUMBERS: 982 -3146 work 982 -4876 home 982 -4502 work or 982 -4528 work 982 -3030 home 982 -7770 work 982 -8908 home 982 -6556 work 982 -3388 home PHONE NUMBERS: 372 -5685 work 982 -2762 home 982 -5676 work 982 -5556 home 982 -9515 work 982 -3922 home 982 -7549 work 982 -1133 home 982 -4511 work 982 -5859 Ii me 982 -6969 work 982 -6969 home 982 -3370 home 982 -2871 work 835 -0321 home 982 -2682 home & wk. 375 -5328 work 982 -5991 home (AGENDA DIKKTING - 7:00 P.M.) CONFERENCE ROC1v1 - POLICE & COURTS BLDG. 1. OPENING PRAYER: 2. ROLL CALL: 3. PRESENTATION OF MINUTES: 4. APPROVAL AND/OR CORRECTION OF MINUTES: Regular City Council Meeting-Dec. 6, 1979 5. CONSENT AGENDA: (FIRE DEPT) a. 6. TADTER DEPARTMENT: 7. SEWER DEPARTMENT: 8. FIRE DEPARTMENT: 9. POLICE DEPARTMENT: 10. STEEk.:1 DEPARTMENT: 11. PARKS & RECREATION DEPT: 12. SANITATION DEPARTMENT: 13. PLANNING COMMISSION: a. 14. GENERAL: a. b. 15. APPOINTMENTS: CITY COUNCIL OF JACKSONVIT.T.E, ARKANSAS AGENDA REGULAR CITY COUNCIL DIKHTING January 3, 1980 (REGUL COUNCIL MEKLING - 7:30 P.M.) COURT ROOM - POLICE & COURTS BLDG. Regular City Council Meeting-Dec. 20, 1979 Special City Council Meeting-Dec. 27, 1979 Request to provide o/s city limit fire protection: Thompson Grocery & Salvage, Inc. Location : 8713 Jckvl. Hiwy., NIJR: Approved by Chief Schmitt. (Mayor Reid) a. Request to accept bid on six (6) month s supply of Policemens and Firemens uniforms. (Funding: Revenue Sharing) (Mayor Reid) c. d. e. f . a. Information Only Planning Commission Minutes of December 10, 1979, Annexation Proposal/approx. 40 acres/adjoins Jackson Heights Subdivision (Mayor Reid) Request to accept low bid: vehicle liability in- surance. (Funding : General Fund) (Mayor Reid) Vacancy exists on Board of Adjustment: Appointment to be forthcoming. (Mayor Reid) Request to accept low bid: two (2) CAA! !pater programs, (Funding : General Fund) (Mayor Reid) City Council Res. #1-80: Bus service for City of Jacksonville (Mayor Reid) City Council Res. #2-80: Utility Franchise Assess- ments (Mayor Reid) Discussion: Council Committee Assignments for 1980 Year (Note : Old 1979 list attached) (Mayor Reid) 16 . ANNOUNCEMENTS: ADJOURNMENT: CITY COUNCIL OF JACKSONVILLE" ARKANSAS AGENDA January 3, 1980 (Continued) A. Information Only! For 1980 Year: Find enclosed Resume -Data Forms and updated list of names and addresses for elected officials (City Clerk Gerren) B. Information Only! Rules and Regulations for Civil Service Commission attached (City Clerk Gerren) 5. MINUTES CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL Nlhm'1NG POLICE & COURTS FACILITY -Ia. MAIN ST. JANUARY 3, 1980 (7:30 P.M. - 7:49 P.M.) AGENDA MEETING - CONFERENCE ROOM - POLICE & COURTS FACILITY 7:00 P.M. - 7:28 P.M. ALDERMAN LARRY WILSON PRESIDING 1. ITEM 5 a. Agenda: ( CONSE'NT AGENDA/FIRE DEPT /THOMPSON GROCERY & SALVAGE) Mayor Reid reported o/s city limit fire protection request had been approved by Chief Schmitt and $100 fee had been paid to the city. 2. ITEM 8 a. Agenda: WERE DEPT: 6 MONTHS' SUPPLY OF UNIFORMS/POLICE & FIRE) Bid tab sheet was reviewed depicting one eligible bidder, Schneider's, Inc. amounting to $437.50 per uniform purchase. Mayor Reid stated that in the future the city would be trying to advertise said bid item for a year's supply versus 6 months' period usage. 3. ITEM 14 a. Agenda: (ANNEXATION PROPOSAL /ADJOINING JACKSON HTS . SUB.) City Clerk Gerren reported annexation proposal had been placed on the Jacksonville Planning Commission's agenda for January 14 , 1980. The city's obligation, or non - obligation, to provide water and sewer ser- vices was discussed with final ordinance stating said service would be provided or not provided area involved in annexation proceedings. Unanimous consensus of opinion was to hold item in abeyance until the Planning Carmission makes a formal recommendation to city council. 4. ITEM 14 b. Agenda: (VEHIC ER LIABILITY INSURANCE) Bid tab sheet was reviewed reflecting four (4) eligible bids received with lowest one being submitted by Town & Country Insurance, Jacksonville. Mayor Reid announced by having said amount of bids received the city saved $1,000.00 over 1979 premium being paid with competition evidently being one of the factors involved in lower rate. ITEM 14 c. Agenda: (CCIPU ER PROGRAMS) Bid tab sheet was reviewed and Finance Director Kelley recommended low bid received from Independent Computer Service in the amount of $3,000.00. Mr. Kelley presented a short, oral background history of said new firm and reported that in his estimation they have tremendous program ability. Further, he announced this is in reality the same programmer that has done the city's work before and at this time the city would be dealing with the same person but a different corporation. 6. ITEM 14 d. Agenda: (C .A . T . BUS SERVICE FOR CITY) Mayor Reid explained Resolution #1-80 (City Council) in that the attorney for C.A.T. would be doing some research on possible bus service being allowed to serve the city of Jacksonville. Further, he reported before C.A.T. would consider serving Jacksonville their management requested aforementioned formal Resolution be approved by governing body, and if everything works out legally between all parties concerned, the city will be served with adopted Resolution being used as permission by city to initiate said service. 7. ITEM 14 e. Agenda: (UTILITY FRANCHISE ASSESSMENTS) City Council Res. #2 -80 concerning a proposal, proposed by the Arkansas Municipal League, urging the PSC to establish a Uniform Municipal Utility Franchise Charge of 4% of gross revenues to be included into the rates of all utilities at the time they apply for a rate increase in the future, was reviewed by the mayor and membership. Mayor Reid reported that in 00001 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JANUARY 3, 1980 PAGE TWO many instances each utility has different franchises with different amounts charged. 8. ITEM 14 f. Agenda : ( ASSIGNMENT OF COUNCIL DEPARTMENTAL :CEII'r1'Ei S ) Membership decided to hold item in abeyance until the end of the Agenda discussion. 9. ITEM 15 a. Agenda: (VACANCY /BOARD OF ADJUSTMENT) Mayor Reid stated he was considering Mr. Bart Gray, Jr. for service on the city's Board of Adjustment taking the place of Mr . Thomas Wagnon who had been appointed to the Planning Commission, but he had not had the opportunity to ask Mr. Gray if he would like to serve. Alderman Abdin said he had discussed the appointment with Mr. Gray and reported that Mr. Gray would serve. Mayor Reid, taking Mr. Abdin's statement into consideration, said he would ask membership to approve of Mr. Gray's appointment to said board in formal session. 10 . NON - AGENDA ITEM: (C . E . T . A . SLOTS AWARDED TO THE CITY) Mayor Reid announced the following CE TA positions had been awarded to the city from Pulaski County totaling $100,150.34: 6 Elderly Activities Program 3 Wastewater Utility Dept. (operator/trainees) 4 Police Dept. handicapped /radio operators 1 City Hall Receptionist 2 Open positions 16 TOTAL 11. NON-AGENDA ITEM: (INTRODUCTION OF LETTER COVERING PROBTMS IN THE WORLD) Mayor Reid announced he had received a letter addressed to him and all council members outlining some of the world's present difficulties. Said letter was reviewed by each member. 12 . NON - AGENDA ITEM: : ( REMINDER : CODE OF ETHICS /DISCLOSURE FORM) City Clerk Gerren reminded membership of deadline date, January 31, 1980, for submission of above referenced document to her office. 13 . NON - AGENDA ITEM: (ANNOUNCEMENT: CITY DEBTS) Mayor Reid reported the Finance Dept. had paid off all of the 14 . ITEM 14 f. Agenda: (AS S I r OF COUNCIL COMMITTEES) ) Membership returned to above referenced item of business with ing action being accomplished: 1980 DEPARTMENTAL COUNCIL COMMI'1'1'.EES POLICE DEPARTMENT - Aldermen Fletcher and Abdin FIRE DEPARTMENT - !Aldermen Boyd and Knight FINANCE DEPARTMENT - Aldermen Wilson and Lawson RECREATION /SANIT , - Aldermen Hughes and Williamson b'1'1- ; r /BNGIN: . ING - Aldermen Keaton and Brooks city's debts. the follow- 15 . NON AGENDA 1'1'E 4 : (REPORT BY ALDERMAN BOYD/CO IPLAAINI'S - UNIFORMED PERSONNEL) Alderman Boyd reported some citizens had a complaint to register to the city and would like to have some recognition. Mayor Reid stated if they have an official complaint to make, they should file same with his office first. Membership agreed wholeheartedly with aforementioned determination by Mayor Reid. 00002 CITY OF JACKSONVILLE, ARKANSAS REGULAR. CITY COUNCIL MEETING JANUARY 3, 1980 PAGE THREE 16 . NON AGENDA ITEM: (S'i R i' IM:PR S ) Mayor Reid displayed a detailed drawing of improvements being accomplished on So. Hospital Drive. He stated there was an existing light pole that quite possibly could be moved in order to alleviate more of a jog in finished street project, but the cost involved would be approximately $3,000.00 to remove pole and reroute service. Alderman Keaton recommended membership rule to go around the pole and not expend said monies. City Engineer Mike Smith reported APT Co., would be back in town when weather permits to lay approximately $25,000.00 worth of asphalt. After some further discussion, unanimous consensus of opinion reached was to follow Alderman Keaton ' s aforementioned reasoning and choose to not expend $3,000.00 for removal of light pole on So. Hospital Dr. project. 17. Agenda meeting adjourned at 7 ;29 P.M. Respectfully submitted, ; 614e6/ Mrs . Nancy Ja?ie , City Clerk ames G. Reid, Ma r CITY OF JACKSONVILLE, ARKANSAS CITY OF JACKS000IVITLE, ARKANSAS MINUTES REGULAR CITY COUNCIL MEIff NG - COURT ROOM - POLICE & COURTS FACILITY 7:35 P.M. - 7:49 P.M. MAYOR JAMES G. REID PRESIDING The City Council of the City of Jacksonville, Arkansas, met in Regular Session on January 3, 1980 at the regular meeting place of the council. Mayor Reid called meeting to order at 7:35 p.m. Alderman Lawson delivered the invocation followed by Mayor Reid leading the standing audience in "Pledge of Allegiance . " ROLL CALL: Al "1'rJND7\NCE ROb'1'n : On ROLL CALL the following members were present: Aldermen: Knight, Lawson, Brooks, Hughes, Wilson, Boyd, Fletcher, Abdin, Keaton and Williamson. Present: 10. Ab- sent: 0. Quorum was declared. Others present: Mayor Reid; City Clerk Gerren; City Attorney Groce and Bertha Tipton, Mayor's Secretary. PRESENTATION OF MINUTES: Mayor Reid presented the Minutes of Regular City Council Meeting, December 20, 1979 and Special City Council Meeting, December 27, 197 9 , for study and later action. APPROVAL AND /OR CORRECTION OF MINUTES: Alderman Hughes moved, seconded by Alderman Abdin, to approve the Minutes of Reg- ular City Council Meeting, December 6, 1979. Approved by unanimous voice vote. MOTION CARRIED. CONSENT AGENDA: Alderman Wilson moved, seconded by Alderman Hughes, to approve request to provide outside city limit fire protection for Thompson Grocery & Salvage, Inc., located at 8 713 Jacksonville Highway, No. Little Rock. ROLL CALL and the following voted 00003 CITY OF JACKSONVILT,F , ARKANSAS REGULAR CITY COUNCIL MEETING JANUARY 3, 1980 PAGE FOUR aye, Aldermen: Knight, Lawson, Brooks, Hughes, Wilson, Boyd, Fletcher, Abdin, Keaton and Williamson . Motion received 10 affirmative votes and 0 negative votes . MOTION CARRIED. (DISCUSSED IN AGENDA M rsra ING ) WATER DEPAR IMENT : SEWER DEPARTMENT: FIRE DEPARTMENT: : Mayor Reid presented the following bid tabulation sheet covering bids received on six (6) months' supply of Policemens' and Firemens' uniforms: DESCRIPTION : BIDDER : AMOUNT ($) Police Uniform (1) Martins Southern Uniforms 280.15* Fireman Uniform (1) Martins Southern Uniforms *Failed to total. * *Incomplete bid: Failed to bid on 3 items: shirt and dress jacket. (CC 'ANY FAILED TO COMPLY WITH BID REQUIREMENT REQUIRING A BID FOR EACH 1'1u4 OF UNIFORM) DESCRIPTION: BIDDER: AMOUNT ($) Police Uniform (1) Schneiders, Inc. 274.40 Fireman Uniform (1) Schneiders, Inc . 163.10 TOTAL 437.50 Alderman Wilson moved, seconded by Alderman Boyd, to approve bid received from Schneiders, Inc., for $437.50 per uniform for a period of 6 months. Approved by unanimous voice vote. NOTION CARRIED. (NOTE: Funding: Revenue Sharing) (DISCUSSED IN AGENDA N ,'1'ING) POLICE DEPARTMENT: STREET DEPARTMENT: PARKS & RECREATION DEPT: SANITATION DEPT: PLANING COMMISSION: Mayor Reid acknowledged receipt of Planning Corrmission Minutes of December 10 , 1979. GENERAL: Mayor Reid announced that annexation request of approximately 40 acres submitted by Mr. and Mrs. Ben Rice had been taken off of the Agenda for formal action until such time the Planning Commission had an opportunity to submit a recuuu«endation to council. He further stated this was an item of business on the Planning Commission Agenda, January 14, 1980, and this would be placed back on City Council Agenda in form of an ordinance on January 17, 1980, along with recommendation from said board. (DISCUSSED IN AGENDA MEETING) Mayor Reid presented the following bid tabulation sheet covering bids received for vehicle liability insurance covering city's fleet for a period of one (1) year: BIDDER: AMOUNT: ($) Baldwin - Meadors & Bonds 11,907.00 Cramer McCrary, Inc. 12,592.00 Rebsamen Ins. 12,461.00 Town & Country Insurance 10,601.00 Alderman Fiughes moved, seconded by Alderman Boyd, to approve low bid received from Town & Country Insurance in the amount of $10,601.00. Approved by unanimous voice vote . MOTION CARRIED. (NOTE: Funding : General Fund) (DISCUSSED IN AGENDA MEETING) 00001 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JANUARY 3, 1980 PAGE FIVE Mayor Reid presented a bid tabulation sheet covering bids received for two (2) computer programs that would take over the bookkeeping for privilege taxes and ambulance accounts, as follows: BIDDER: AMOUNT ($) Independent Computer Ser. 3,000.00 City Business Machines 4,200.00 Alderman Wilson moved, seconded by Alderman Abdin, to approve low bid received from Independent Computer Ser. in the amount of $3,000.00. Approved by unanimous voice vote. MOTION CARRIED . ' (NC�'E : Funding : General Fund) (DISCUSSED IN AGENDA MN:ha'ING) RESOLUTION NUMBER 250-80: (City Council Resolution #1-80) "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF JACKSONVILLE, ARKANSAS, REQUEST- ING THE TRANSIT POLICY BOARD TO CONSIDER PROVIDING BUS SERVICE TO THE CITY OF JACKSONVILLE" was introduced. Alderman Wilson moved, seconded by Alderman Abdin, to read Resolution No. 250 -80. Approved by unanimous voice vote. MOTION CARRIED. Bertha Tipton, Mayor's Secy., read the Resolution in its entirety. Alderman Hughes moved, seconded by Alderman Abdin, to approve and adopt Resolution No. 250 -80. Approved by unanimous voice vote. MOTION CARRIED. NOTE: Before motion was made to approve and adopt Resolution, Mayor Reid ex- plained said document provided C.A.T.'s attorneys the authority to officially negotiate with the other passenger carriers operating in the city, Inter -City Transit and Continental Bus Lines, in order to get their approval to operate in Jacksonville. If this is done to everyone's satisfaction, he reported, then Po , service will be set up to see how successful it might be. (RESOLUTION DISCUSSED IN AGENDA 1M Em'ING) (COPY OF RESOLUTION PLACED IN OFFICIAL COUNCIL MINUTES) Exh. A. RESOLUTION APPROVED AND ADOPTED AND NUMBERED 2 5 0 - 8 0 THIS 3RD DAY OF JANUARY, 1980. RESOLUTION NUMBER 251-80: (City Council Resolution #2-80) A RESOLUTION URGING THE ARKANSAS PUBLIC SERVICE COMMISSION TO ESTABLISH A UNIFORM MUNICIPAL FRANCHISE CHARGE OF 4% ON GROSS REVENUES TO BE ROT,T,FT) INTO THE RATES OF ALL UTILITIES WHEN THE UTILITIES APPLY FORA RATE INCREASE IN THE FUTURE WAS INTRODUCED. (Note: Aforementioned excerpt taken from body of Resolution as no official heading was provided for in document when read in official session) Alderman Abdin moved, seconded by Alderman Wilson, to read Resolution NU ber 251 -80. Approved by unanimous voice vote. MOTION CARRIED. Bertha Tipton, Mayor's Secy., read the Resolution in its entirety. Alderman Hughes moved, seconded by Alderman Abdin, Number 251 -80. Approved by unanimous voice vote. RESOLUTION APPROVED AND ADOPTED AND NUMBERED 2 5 1 1980. to approve and adopt Resolution MOTION CARRIED. - 8 0 THIS 3RD DAY OF JANUARY, Mayor Reid reported the Council Departmental Committee assignments had been discussed and agreed on in the Agenda Meeting preceding Regular Session. He then requested the Police Committee meet with him in his office at City Hall on January 4, 1980, to discuss some pay adjustments . Time was set for 12:00 Noon. 0000S APPOINTMENTS: Alderman Abdin moved, seconded by Alderman Boyd, to approve the mayor ' s appointment of Mr. Bart Gray, Jr., to the Board of Adjustment taking Mr. Thomas Wagnon's place , ,with term expiring Feb. 5, 1983. Approved by voice vote . MOTION CARRIED. (DISCUSSED IN AGENDA METING) ANNOUNCEMENTS: (As listed on formal published Agenda) 1. INFORMATION ONLY: FOR 1980 YEAR: FIND ENCLOSED RESUME -DATA FORMS & UPDATED LIST OF NAMES AND ADDRESSES OF ALL ELECTED OFFICIALS . (City Clerk Gerren) 2. INFORMATION ONLY: RULES & REGULATIONS FOR CIVIL SERVICE COMMISSION ATTACHED. (City Clerk Gerren) BOTH ABOVE RELeE.HENCED ITEYIS GIVEN TO ALDERMEN IN SEPARNEE PACKETS. ADJOURNMENT: Mayor Reid stated the city had paid off all of its debts and the General Fund disclosed a balance with all departments operational and in good order. Alderman Williamson moved, seconded by Alderman Boyd, to adjourn until next Regular Meeting scheduled for January 17, 1980. Approved by unanimous voice vote. MOTION CPRRIED. Respectfully submitted, 0/4e. 4/1-€A, "I& Mrs . Nancy Jane 'erren, City Clerk ames G. Reid, Ma •r CITY OF JACKSONVIT .T .E , ARKANSAS EXHIBIT A CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING JANUARY 3, 1980 PAGE SIX CITY OF JACKSONVIT,T.E, ARKANSAS COPY OF RESOLUTION NO. 250-80 ATTACHED AS REQUIRED IN DOCUMENT. 0000€ 9 6. CONSENT AGENDA: 7. WATER DEPARTMENT: 8. SEWER DEPARTMENT: 9. POLICE DEPARTMENT: 10. STREET DEPARTMENT: 11. PARKS & RECREATION DEPT: 12. SANITATION DEPT: 13. PLANNING COMMISSION: 14. GENERAL: 15. APPOINTMENTS: 16. ANNOUNCEMENTS: ADJOURNMENT: CITY COUNCIL OF JACKSONVILLE, ARKANSAS AGENDA REGULAR CITY COUNCIL MEETING December 4, 1980 1. INVOCATION: 2. PLEDGE OF ALLEGIANCE TO THE FLAG: 3. ROLL CALL: 4. PRESENTATION OF MINUTES: a. Regular Council Meeting -Nov. 20, 1980 5. APPROVAL AND /OR CORRECTION OF MINUTES: a. Regular Council Meeting -Nov. 6, 1980 b. Informal Council Meeting -Nov. 13, 1980 (FIRE DEPT) a. Monthly Report (Chief Smart) (ANIMAL CONTROL DEPT) b. Monthly Report (City Insp. New) a. There are 3 openings on Planning Comm, terms are expiring on 12 -31 -1980 and there is one opening on Parks & Rec. Comm. because of Marshall Smith's resignation /term expires on 5 -9 -1984. (NOTE: MEETING ADJOURNED TO GO INTO BUDGET SESSION) RECOMMENDATIONS TO FILL THESE APPOINT- MENTS WILL BE ON THE NEXT AGENDA. IF YOU HAVE ANY INPUT, PLEASE LET ME KNOW PRIOR TO THAT TIME. (Mayor Reid) CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 REGULAR CITY COUNCIL MEETING - COURT ROOM - POLICE & COURTS BLDG. WEST MAIN STREET - JACKSONVILLE, ARKANSAS TIME: 7:45 P.M. - 8:20 P.M. (BUDGET SESSION CONVENED AT 8:30 P.M. - ADJOURNED AT 9:15 P.M.) MAYOR JAMES G. REID PRESIDING CALL TO ORDER: INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG: The City Council of the City of Jacksonville, Arkansas, met in Reg- ular Session on Thursday, December 4, 1980, at the regular meeting place of the council. Mayor Reid called the meeting to order followed by Alderman Lawson delivering the Invocation. The standing audience then participated in the "Pledge of Allegiance." ROLL CALL /ATTENDANCE RECORD: The City Clerk called ROLL: Aldermen: Knight, Lawson, Brooks, Hughes, Wilson, Boyd, Fletcher, Abdin, Keaton and Williamson were present. PRESENT: 10. ABSENT: 0. Others in attendance: Mayor Reid, City Clerk Gerren, City Attorney Groce, Bertha Tipton, Mayor's Sec- retary, department heads and citizens interested in proceedings. QUORUM DECLARED. PRESENTATION OF MINUTES: Mayor Reid presented the Minutes of Regular City Council Meeting held on November 20, 19 8 0 for study and later action , at next regular meeting. APPROVAL AND /OR CORRECTION OF MINUTES: Alderman Hughes moved, seconded by Alderman Wilson, to approve the Minutes of Regular City Council Meeting held on November 6, 1980 and Informal Council Meeting of November 13, 1980. Approved by unanimous voice vote. MOTION CARRIED. CONSENT AGENDA: Mayor Reid presented the items listed on CONSENT AGENDA: Alderman Hughes moved, seconded by Alderman Abdin, to accept and file the monthly report submitted by Fire Chief Smart for his department covering month of November, 1980. Said report reflected the depart- ment responded to a total of 29 alarms during the month with an es- timated fire loss of $12,250.00. ROLL CALL and the following voted aye, Aldermen: Knight, Lawson, Brooks, Hughes, Wilson, Boyd, Fletcher, Abdin, Keaton and Williamson. Motion received 10 affirmative votes and 0 negative votes. MOTION CARRIED. Alderman Hughes moved, seconded by Alderman Abdin, to accept and file the monthly report submitted by City Inspector New covering the Animal Control Department for November, 1980. Said report listed disposition of all animals with $788.00 being received. ROLL CALL and the following voted aye, Aldermen: Knight, Lawson, Brooks, Hughes, Wilson, Boyd, Fletcher, Abdin, Keaton and Williamson. Motion received 10 affirmative votes and 0 negative votes. MOTION CARRIED. NON-AGENDA: PRESENTATION OF AWARD: PULASKI COUNTY R . E . A . C . T . TO P.D. Mayor Reid introduced Mr. Kenneth England representing above ref- erenced organization. Mr. England reported the Jacksonville Police Department has always provided whatever they needed in their community efforts to provide their services quickly and efficiently whenever the need arises. Whereupon, Chief Shepherd was presented with plaque recognizing the support of Jacksonville Police Department in their endeavors. PAGE TWO WATER DEPARTMENT: SEWER DEPARTMENT: POLICE DEPARTMENT: STREET DEPARTMENT: PARKS & RECREATION DEPT: CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 SANITATION DEPARTMENT: NON - AGENDA: PROPOSAL TO PROVIDE SANITATION SERVICE: Mayor Reid introduced Mr. Glenn Stroer, District Manager, represent- ing B.F.I. (i.e., Browning- Ferris Industries) located at 2929 North First Street, Jacksonville, Arkansas * Mr. Stroer stated he would like to have the city consider using an outside contractor for waste removal for residential customers and his company would be happy to submit a bid for said service. Membership next questioned Mr. Stroer on cost of service and rate structure. Unable to pro- vide adequate information in this regard, Mr. Stroer reported he would abide by the ruling of the membership to come back at a later date with cost figures outlining services to be provided. NON- AGENDA: ACCOUNTING PROCEDURES COMPLIANCE: HUD CDBG GRANT /SMALL CITIES PROGRAM FOR SUNNYSIDE REHAB PROGRAM COMM. DEVELOPMENT DEPT. Alderman Wilson requested the membership consider some roP posed p changes in "Policies Document for Housing Rehabilitation Program" presently being handled through the Community Development Program. Whereupon, Alderman Wilson moved, seconded by Alderman Williamson, to add said item to the Agenda dealing with CDBG Program. Approved by unanimous voice vote. MOTION CARRIED. Mr. Don Tripp, West -Tripp & Associates, Jacksonville, Arkansas, presented three (3) aforementioned changes and distributed a copy of a letter from Kellar and Kellar, CPA, Jacksonville, Arkansas, dated December 4, 1980. Said letter suggested, in their professional opinion, that the system should generate adequate records for the preparation of financial statements and to provide documentation for compliance with HUD grant requirements. After receiving an update on grant rehab ro ram development, P g p t, Al - derman Abdin moved, seconded by Alderman Hughes, to adopt the three (3) changes Mr. Don Tripp proposed. Approved by unanimous voice vote. MOTION CARRIED. (NOTE: See Exhibit A for accepted revisions) City Atty. Groce next questioned Comm. Dev. Director Lee on where the city's usual competitive bidding practices play into the CDBG rehabilitation program on grants to homeowners. Mr. Lee reported state statutes do not apply in said grant program because of the administrative guidelines that have to be followed for these loans/ grants to citizens involved in grant program. Alderman Abdin asked what the status was on the proposed ditch in /for Cherry- Laurel Street area. Comm. Dev. Director Lee and the City Engineer updated council in this regard. In discussion, it was revealed Mr. Virgil Delaney, owner of property where ditch is to be placed, had been made aware of engineering design for cutting of the ditch and Mr. Delaney was not in favor of placement. City Eng. Owens stated there is no other route to follow but the route proposed by the engineers and he recommended the city continue *local branch only 3 PAGE THREE with engineer's design as proposed and if the city has to con- demn said property, then go ahead and condemn it. Mr. Lee fur- ther reported to the membership that the federal guidelines have been adhered to insofar as notifying the property owner (Mr. Delaney) of the intent to purchase. The consensus reached was to follow present course , . of action, in that the appraisal of said property has to be accomplished first, then as soon as Mr. Delaney is made an offer, the land can then be condemned if offer is re- fused at that time. Alderman Wilson requested that a list of all checks written on aforementioned grant program be presented to the council on a month- ly basis. Mayor then announced annual Chamber banquet - 12/11/1980. PLANNING COMMISSION: GENERAL: APPOINTMENTS: Mayor Reid announced there are three (3) openings on the Planning Commission and one (1) on the Parks & Recreation Commission. He stated if the membership would like to present some input to his office in regard to these appointments between the present time and the cut -off time for next council agenda, he would be obliged. NON - AGENDA: DISCUSSION /FUEL ADDITIVE PROPOSAL ( "MIX -I -GO" PRODUCT) Alderman Knight introduced above referenced firm's representative, Mr. Wadley, and referred to last council meeting's presentation covering proposed usage of this product by the city's fleet. Mr. Wadley then presented thirty (3 0) letters from users of his prod- uct endorsing same. Mayor Reid stated the letters would be re- produced and distributed to membership. ANNOUNCEMENTS: ADJOURNMENT: Alderman Abdin moved, seconded by Alderman Wilson, to adjourn. Approved by unanimous voice vote. MOTION CARRIED. (BUDGET SESSION FOLLOWED) Respectfully submitted, )74A4,Clk Jan G� en City Nancy , C y Clerk CITY OF JACKSNVILLE,ARKANSAS CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 James G. Reid, Mayor CITY OF JACKSONVILLE, ARKANSAS att /Exhibit A (12 -04 -1980) ACCEPTED CHANGES IN "POLICIES DOCUMENT FOR HOUSING REHABILITATION PROGRAM" /COMMUNITY DEVELOPMENT PROGRAM. (COPY OF APPROVED CHANGES PLACED IN POLI'CIES DOCUMENT FILED IN CITY CLERK'S OFFICE) PAGE FOUR CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 ACCEPTED CHANGES BY THE JACKSONVILLE CITY COUNCIL AT ABOVE REFERENCED MEETING: "POLICIES DOCUMENT FOR HOUSING REHABILITATION PROGRAM" ACCEPTED CHANGE NO. 1: Page 9, Para. C. 2. now states: If the property is transferred by sale or the recipient otherwise ceases to occupy the property as his /her legal residence repayment of the grant shall be due and payable immediately. At the end of each year, the repayment amount shall be reduced by twenty percent (20%) of the total amount of the rehabilitation grant until a zero balance is obtained at the end of five (5) years from the date of the mortgage and promissory note filing. A monthly prorata reduction is permissible. The underlined sentence shall be omitted and the following sentence be inserted: At the end of each year, the repayment amount shall be reduced by thirty -three and one -third percent (33 1/3 percent) of the total amount of the rehabilitation grant until a zero balance is obtained at the end of three (3) years from the date of the mortgage and promissory note filing. Page 10, Para. 3. new states: The City, or such agency as they may designate, will file a release of mortgage upon receipt of payment or at the conclusion of the fifth year of occupancy by the re- cipient, his /her surviving spouse, and /or lineal heirs. The underlined word be omitted and replaced by word third ACCEPTED CHANGE NO. 2: Page 15, Para. C. 2. now reads: The contractor will be required to meet an Assurity of Performance requirement relative to each rehabilitation contract. Any or all of the funds held by or on de- posit to the Community Development Department may be re- moved to pay for correction of defects within the warrant period and /or to prevent any Materialman's or Mechanic's liens against any property owner who has had a contract with the contractor's firm. The paragraph shall be omitted and replaced with the following: (continued on next page) EXHIBIT A 12 -04 -1980 PAGE FIVE 2. Contractor will be required to meet one of the Assurity of Performance requirements, (1) 100% Performance Bond, (2) $1500.00 Certificate Deposit per unit, (3) 100% Final Payment with no interim payments. The contractor will be required to meet an Assurity of Performance require- ment relative to each rehabilitation contract. Any or all of the funds held by or on deposit to the Community Development Department may be removed to pay for correction of defects within the warrant period and /or to prevent any Materialman's or Mechanic's liens against any prop- erty owner who has had a contract with the contractor's firm. ACCEPTED CHANGE NO. 3. Page 17, Para. D now reads: CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 Sealed bids from reputable contractors shall be taken and read aloud in public at a designated time and place. The only exception to the bidding procedure is that the Community Development Department may negotiate contracts for the first six rehabilitation contracts awarded. The Community Development Staff shall prepare a written cost estimate for each rehabilitation contract. The award of contracts shall be made to the lowest and best bidder, providing he has met all contractor's qualifications and furthermore providing that the contract costs shall not exceed by more than 10o the written estimate prepared by the Community Development staff. In such cases where the lowest and best bid exceeds by more than 10o the written estimate, all bids shall be rejected and the project shall be readvertised. Once the contract has been entered into, it is subject to change only by official Change Order approved by the Community Development staff. Furthermore, change orders may be added only in such cases as it may be determined that the work to be performed is necessary to meet the minimum property rehabilitation standards. Due to the nature of rehabilitation work, it is anticipated that change orders will not be uncommon. Therefore, each contract bid document will require an amount to be class- ified as the "Change Order Contingency," This amount shall be either $400 or 10% of the total specified bid amount, whichever is greater. In the event of the ex- ecution of a change order, the Community Development De- partment can pay for additional required items, provided that the additional amount does not exceed the maximum grant amount of $8,000. I f the "Change Order Contingency" amount will cause the total contract price to be in ex- cess of the maximum grant, then the homeowner will be re- quired to place in escrow the additional amount required prior to execution of the contract. The changes are underlined and the paragraph with changes will read as follows: (Continued) PAGE SIX END OF EXHIBIT A 12 -04 -1980 CITY OF JACKSONVILLE, ARKANSAS REGULAR CITY COUNCIL MEETING DECEMBER 4, 1980 D. Bidding and Contracts Sealed bids or negotiated prices from reputable contractors shall be taken and read aloud in public at a designated time and place. The Community Development Staff shall prepare a written cost estimate for each rehabilitation contract. The award of contracts shall be made to the contractor providing he has met all contractor's qual- ifications and furthermore providing that the contract costs shall not exceed by ore than 10o the written es- timate prepared by the Community Development staff. In such cases where the proposal exceeds by more than 10o the written estimate, all proposals shall be re- jected and the project shall be readverti sed . Once the contract has been entered into, it is subject to change only by official Change Order approved by the Community Development Staff. Furthermore, change orders may be added only in such cases as it may be determined that the work to be performed is necessary to meet the minimum property rehabilitation standards. Due to the nature of rehabilitation work, it is anticipated that change orders will not be uncommon. Therefore, each contract document will require an amount to be class- ified as the "Change Order Contingency." This amount shall be either $400 or 10% of the total specific con- tract amount, whichever is greater. In the event of the execution of a change order, the Community Depart- ment can pay for additional required items, provided that the additional amount does not exceed the max- imum grant amount of $8,000. If the. "Change Order Con- tingency" amount will cause the total contract price to be in excess of the maximum grant, then the homeowner will be required to place in escrow the additional amount required to execution of the contract.