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01 NOV 01.docCITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING NOVEMBER 1, 2001 7:00 P.M. – 7:15 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 November 1, 2001 at the regular meeting place of the Council. Mayor Swaim delivered the invocation and led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, Sansing, Ray, Wilson, Fletcher, Stroud, Twitty, and Howard answered roll call. Mayor Swaim also answered ROLL CALL declaring a quorum. PRESENT nine (9), ABSENT (1). Alderman Lewis was attending other business at his church. Others present for the meeting were: City Attorney Robert E. Bamburg, Deputy City Clerk Teresa Carter, Director of Administration Murice Green, City Engineer Jay Whisker, Director of Public Works Jimmy Oakley, Finance Director Paul Mushrush, CDBG Director Theresa Watson, Police Chief Hibbs, Captains Ken Bouillon and Robert Baker, Fire Chief Vanderhoof, Battalion Chief Ron Peeks, Parks and Recreation Director George Biggs, Parks Assistant Administrator Patty Walker, Mrs. Judy Swaim, Mrs. DeDe Hibbs, Ms. Bonita Round, interested citizens and members of the press. PRESENTATION OF MINUTES: Mayor Swaim presented the minutes of the Regular City Council Meeting of October 18, 2001 for approval and/or correction at the next Regular City Council Meeting. APPROVAL AND/OR CORRECTION OF MINUTES: Alderman Smith moved, seconded by Alderman Elliott that the minutes of the Regular City Council Meeting of 04 October 2001 be APPROVED. MOTION CARRIED. CONSENT AGENDA: WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: POLICE DEPARTMENT: SANITATION DEPARTMENT: STREET DEPARTMENT: PARKS & RECREATION: GENERAL: a. Request to Accept Bid for Two Waste Oil Furnaces Mayor Swaim related that the City is proposing to recycle used oil to heat the new recycling center. Director of Administration Murice Green related that the City had considering using waste oil to heat for a number of years. He stated that while the prices may seem high in comparison, buying a new furnace system, plumbing for natural gas, and the monthly gas bill would cost approximately twelve thousand the first year and four to five thousand annually thereafter. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING NOVEMBER 1, 2001 7:00 P.M. – 7:15 P.M. He pointed out that the initial investment of the waste oil system is a couple thousand dollars more but from thereon heating is free, which makes the system a very good investment. He stated that three bids were received, saying that the low bid does not meet specifications in major areas. He explained that the low bid from Lenan Company (a Illinois based company) does not offer any local service, and will not be available for installation or startup. He said that the equipment probably looks as good as the others, but added that he feels leery not having some kind of local service. He related that the bid from Haz-Mert for $17,130 meets all the specifications and is a good product. He then related that the Miller Repair Company bid, which is $12,534, have seven of their units at Landers Ford, and there is a couple at Quality Transmission. He stated that he has visited with both companies and they have said that they are not having any problem with the system. He stated that there is a technician from Batesville that is on call to service the units. He then related that the bid did not meet specifications on one item; he explained that he had specified a swing out burner for cleaning convenience. He further clarified that the unit offered by Miller Repair has four bolts to loosen and it sits on a work platform, adding that for the difference in price he did not feel that is was luxury worth five thousand dollars. He stated that his recommendation would be Miller Repair Company at $12,534.20. Alderman Fletcher moved, seconded by Alderman Smith to accept the bid from Miller Repair Company at $12,534.20 and reject the low bid from Leman Corporation of $8,448.00 because of specification deficiencies, with funds to be drawn from Capital Improvement for the Recycling Center. Alderman Wilson questioned if the City is confident that it can generate enough oil to run the furnaces. Mr. Green stated that the furnaces are estimated to take approximately three thousand gallons annually. He stated that the City generates five to six hundred gallons through the City garage annually and that the local transmission company donates all that is needed, adding that they are holding one thousand gallons for the City currently. He related the hope to extend collection to citizens but added that the City would have to be careful regarding contamination. He then related that there is an instrument that be purchased for approximately three hundred dollars to test for contamination. He added that there is also the household chemical collection throughout the Pulaski County District that can also be utilized. He informed the City Council of a household chemical collection held this Saturday at the Community Center, explaining that residents can bring motor oil and other items. He went on to say that in the worst case scenario the City could buy used oil at twenty-five cents per gallon from Haz-Mert who will mix it down to a safe level for use. In response to a question from Mayor Swaim, Mr. Green related that the household chemical collection is being held Saturday at the Community Center and will accept pesticides, insecticides, paints, batteries, motor oil, gasoline, anti-freeze, waste tires, TV’s, electronics almost anything. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING NOVEMBER 1, 2001 7:00 P.M. – 7:15 P.M. He then pointed out that they also have a reuse center, adding that the Solid Waste District sponsors the collection and is funded from landfill user fees. Alderman Ray expressed concern regarding safeguards for oil storage and use at the site on Marshall Road because of it having been recently cleaned up. Mr. Green stated that EPA requires that the City build a berm, and have double wall containers for the used oil. He then stated that the maximum of 500 gallons is allowed inside the building, pointing out that the City would have two systems that have 250-gallon tanks each. At this time, MOTION CARRIED. b. Request to Accept Bid for Animal Shelter Plumbing Mayor Swaim related progress with the Animal Shelter and presented the City Council with a plumbing construction bid, saying that although the bid is below the $20,000 limit it had already been bid and is being presented. He then informed the Council that only one bid was submitted but the estimate is well within the purchase limit. Alderman Wilson moved, seconded by Alderman Stroud to approve the plumbing contract for the Animal Shelter slab submitted by Southern Plumbing in the amount of $15,000 with funds to be drawn from the Capital Improvement Fund. In response to a question posed by Alderman Ray, Public Works Director Jimmy Oakley stated that from the five invitations to bid, four were local plumbers who did not choose to respond. He stated that he felt this was their busy time of the year. At this time, MOTION CARRIED. c. Request to open ADFA checking account Mayor Swaim related that Mr. Mushrush has requested permission to open a checking account, saying that a few years ago Mr. Mushrush had consolidated a number of checking accounts for accounting purposes. Mr. Mushrush stated that basically his request comes as a recommendation from the auditor. He explained that years ago he began consolidating all the checking accounts because of the accounting system and the way that the program tracked funds. He then pointed out that the Community Development Block Grant Agency is a HUD agency and their compliance rules are significantly different from ADFA compliance rules, saying that a separate checking account would make it easier for the auditor to maintain compliance testing and that he feels that internally it would help discern sources, adding that the mechanics of fund transfers is substantially different. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING NOVEMBER 1, 2001 7:00 P.M. – 7:15 P.M. Alderman Fletcher moved, seconded by Alderman Wilson to approve opening a checking account for handling ADFA funds. MOTION CARRIED. APOINTMENTS: DEVIATION IN AGENDA: Alderman Smith moved, seconded by Alderman Wilson to suspend the rules and place an appointment to the Civil Service on the agenda. MOTION CARRIED. Alderman Smith moved, seconded by Alderman Sansing to approve the appointment of Mr. Otis Stewart to fill the unexpired term of Mr. John Mitchell for a term to expire April 1, 2006. MOTION CARRIED. ANNOUNCEMENTS: City Hall will be closed November 12th in observance of Veterans Day. Mayor Swaim related that there will be a Veterans Ceremony held 2:00 p.m., Sunday at City Hall featuring stories from Korean War Veterans. POLICE CHIEF HIBBS RETIREMENT Mayor Swaim related that Chief Hibbs who has served for many years and done an excellent job will be retiring. He took the opportunity to thank the chief for his service and stated that by the next meeting the Chief will be fully retired. Chief Hibbs addressed the Council, saying that he would like to thank the Council and everyone for their support. He said that the department will go on as it has, pointing out that the department has good employees ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:15 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer