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03 APR 17.docCITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 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 April 17, 2003 at the regular meeting place of the Council. Alderman Howard delivered the invocation and Mayor Swaim led a standing audience in the “Pledge of Allegiance” to the flag. ROLL CALL: Aldermen: Elliott, Smith, Sansing, Ray, Wilson, Fletcher, and Howard answered roll call. Mayor Swaim also answered ROLL CALL declaring a quorum. PRESENT seven (7), ABSENT (3). Others present for the meeting were: City Attorney Bobby Bamburg, Deputy Clerk Heather Palermiti, Director of Administration Murice Green, Human Resource Director Charlie Brown, Finance Director Mr. Mushrush, City Engineer Jay Whisker, Parks and Recreation Director George Biggs, Public Works Director Jimmy Oakley, Police Captain Baker, Fire Battalion Chief Snyder, Mrs. Judy Swaim, Mrs. Edith Smith, Mrs. Addie Gibson, 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 April 3, 2003 and the Joint City Council and Planning Commission meeting of March 3, 2003 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 20 March 2003 be APPROVED. MOTION CARRIED. CONSENT AGENDA: REGULAR MONTHLY REPORT/FIRE DEPARTMENT Alderman Elliott moved, seconded by Alderman Smith to approve the Regular Monthly Report for March 2003 from the Jacksonville Fire Department, which reflects a fire loss of $56,500 and a savings total of $276,500. REGULAR MONTHLY REPORT/POLICE DEPARTMENT Alderman Elliott moved, seconded by Alderman Smith to approve the Regular Monthly Report for March 2003. Said report reflects the Total Value of Reported Stolen Property $54,279. Total Value of Recovered Stolen Property $42,327 and Total Report Sales $414.00. REGULAR MONTHLY REPORT/SANITATION AND STREET DEPARTMENTS Alderman Elliott moved, seconded by Alderman Smith to approve the Regular Monthly Report for March 2003. SANITATION DEPARTMENT GARBAGE TRASH Tons taken to Landfill 716 Cubic Yards Collected 3,825 Tipping fees for March $ 10,695.00 Cubic Yards Mulched 1,912.5 Bulk tons to Landfill 79 Tipping fees/March $ 3,653.00 CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. RECYCLING Curbside pick-ups 7,200 Drive-thru Customers 534 Tires Collected 3,029 Estimated Revenue Paper, Plastic, Aluminum $ 8,401.72 STREET DEPARTMENT ROAD AND DRAINAGE BEAUTIFICATION Asphalt Shims 2 Bags/Litter 119 Storm Drain Inlets cleaned 21 Islands mowed 40 Storm Drain Culverts cleaned 305 ft Yards mowed 34 Open ditches cleaned 400 ft R-0-W mowed 2 miles Potholes repaired 29 Community Service Hours Utility cuts repaired 4 18 people–288 hrs. Shoulder repair 5 miles City lots mowed 4 R-O-W cleaned/street sweeper 350 miles Culvert Installed 60 ft SIGN & SIGNAL Drain Inlet Boxes repaired 4 Signs Fabricated 8 Curb & Gutter replaced 94 ft Signs Installed 48 Sidewalk repaired 94 ft Pavement Markers 0 Asphalt Milling 2 sites Signal Maint. 60 hrs Base Failure Repair 3 sites ROLL CALL: Aldermen: Elliott, Smith, Sansing, Ray, Wilson, Fletcher, and Howard voted AYE. MOTION CARRIED. GENERAL: Advertised 7:00 P.M. Public Hearing regarding Redevelopment of property at 1301 Marshall Road (former Vertac Site) Mayor Swaim opened the public hearing at approximately 7:04 p.m. He related that Director of Administration Murice Green is responsible for writing the $50,000 grant awarded to the City for a redevelopment study regarding the property formerly known as the Vertac Site. Director of Administration Murice Green offered a brief history regarding the property. He related that September 1998 completed the clean up of the Vertac site, and the City began applying for grants to redevelop the site. He stated that in July of 2002, EPA awarded the City a $50,000 grant to develop reuse plans for the site. He emphasized that the grant is for assessment and study only. He went on to say that following steps would involve securing funds to redevelop the infrastructure. He stated that in August 2002 the City submitted a work plan to EPA, and in September 2002 a corporate agreement was signed with EPA signifying approval of the projected plan and outlined expenditure of awarded funds. He related that in December 2002 the City advertised a request for proposal of redevelopment and in January 2003 a firm was chosen to perform the contract in accordance with the proposal. He added that January 23, 2003 the City signed a contact with ETC Engineers to perform the work and consultation for reuse plans. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. He went on to say that since January he has been working with ETC Engineer Mr. Mizan Rahman to clearly define the scope of the project and establish an events timeline. He stated that on April 15th Ms. Diana Hinds from the EPA Dallas Office reviewed the plan and toured the site, adding that she expressed pleasantly surprise regarding advancement of the project. Mr. Mizan Rahman stated that Mr. Green has done an excellent job informing the City Council of the scope of the project, adding that his function at this point is to listen regarding ideas for the project. He stated that he would synthesize those ideas into a plan that is workable and has a commitment from the Community. He related that a series of public meetings will be held to provide input and offer information regarding the project. He asked that those interested take an input sheet provided and offer their ideas regarding how they feel the area should be developed and its best uses. He stated that information is available regarding the existing infrastructure, noting that the property has water and sewer and it is in a good location in terms of a “transportation corridor” and is zoned for industrial development. He stated that the property offers a broad spectrum regarding a variety of developments. He stated that the existing buildings might be useful depending on the determination of development. He stated that there are also streets within the property that could be used. He stated that the City Department Heads were consulted regarding suggestions of use, adding that there will be another public meeting on May 29th at the Recycling Center located on the property. He encouraged everyone to attend, adding that the last meeting will be held at the Jacksonville Senior Center on June 12th. He stated that a schedule of objectives has been established for future meetings and noted other public meetings may be held at the Chamber of Commerce and Civic Clubs within the City. Mayor Swaim noted that there would be a meeting with the Commerce Corporation to develop ideas. At this time, Mayor Swaim invited public comment. Alderman Wilson suggested that handouts be provided at the next public meeting regarding the outline of the property and developable acreage. Mayor Swaim stated that the areas have been defined, pointing out that the City has met with EPA, who toured the site for their five-year review and approved the property being proposed for redevelopment. He noted that there is an additional tract of property belonging to the site located on the northeast side of Marshall Road. He related that this tract would probably be the most likely area to be considered for park development, noting that there was never any Vertac operation on the property. It was noted that the property consists of approximately 3.8 acres. In response to a question posed by Alderman Wilson, Mayor Swaim stated that the property being proposed for redevelopment is approximately 70+ acres, noting a six-acre strip along Marshall Road that is not being considered for redevelopment. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. Mr. Rahman noted on the aerial photo property currently being utilized by the City, adding that the area being most considered for redevelopment is the area to the north including property with existing buildings. He noted the location of the major water and sewer lines. Alderman Elliott questioned if an area had been set-aside for a Police and Fire training facility. Mayor Swaim stated that the public hearings are part of the process to determine if the land would be best utilized in that manner. He then stated that utilities are available but not distributed throughout the site, adding that a water and sewer line have been extended to the recycling facility now being used. Alderman Fletcher stated that he would like the State Economic Development Office involved to widen the prospect regarding national business trends. He related that he felt the most natural use of the property would be a light industrial commercial park. Mayor Swaim stated that there are Police and Fire representatives to address proposals for their perspective Departments. Battalion Chief Kendal Snyder proposed that a joint training facility be considered for the redevelopment of a portion of the property. He stated that the Department has a real need for a centralized training facility. He explained that various training needs are currently being met by sending personnel to other cities. He pointed out one advantage to having a centrally located facility and conducting training on duty would be that it would not interfere with response times for emergency calls. In response to a question posed by Alderman Smith, Chief Snyder estimated that between 15 to 20 acres would provide adequate room for a beginning joint training facility. Mayor Swaim related that since the Fire and Police Academies are both in south Arkansas, satellite sites have been established, pointing out that both the Fire and Police Department have hosted training sessions at the Community Center for Departments around the State. He then questioned, if the property were chosen for that use, what is the prospective for having the site used by other Fire Departments on a regional basis. Chief Snyder responded, saying that there would be an excellent opportunity for all surrounding Fire Departments who are all seeking a central location to train. He stated that a training facility offering the same opportunities is difficult to locate. He noted that the regional Fire-training officer is in Conway, adding that the Fire Academy does not have funds to build a facility. He stated that he can envision Jacksonville being able to obtain those services for the joint training facility, adding that currently the Fire Department is only able to host classroom training because of a lack of facilities regarding practical exercises. He related that National Training Classes were held in Jacksonville last year. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. Mayor Swaim related that the Fire Chief has stated borrowing a parking lot, which has not always been the best situation, is currently how the Department conducts driver training. He stated that most recently Triangle Engineering has allowed the Fire Department to use their parking lot for driver training and testing. Chief Snyder related the need to be away from residential areas regarding testing and training. Captain Baker addressed the need for a joint training facility, stating that the Police Department would be interested in a building that could be classroom specific, adding that it could be utilized by either Fire or Police and outside agencies. He stated that the Police Department is considering a pistol range area, either indoor or an outside range with baffling. He pointed out that the Police Department could also use the driving pad for training, adding that the only area currently being offered to the Police is in Camden. He noted needs for an area to perform canine training, pointing out that the Police Department currently has four dogs. He explained that currently the City is participating in culmination training with other cities that also have canines, and that a joint training facility would offer the other cities a centrally located training opportunity. He stated that an estimated conservative figure was 10.5 acres. Public Works Director Jim Oakley stated that City personnel holding Commercial Drivers Licenses could benefit from the proposed classrooms for safety classes and the driving pad for pre-employment testing. Mayor Swaim clarified the need to have all input considered for Mr. Rahman report. He added that without being able to sell the land it limits the economic development regarding lease of the property. Alderman Fletcher asked that signs be placed before the meeting on the 29th of May. Alderman Wilson asked that the LRAFB be consulted regarding any considerations for a training facility, which might compliment some of their activities. Mayor Swaim agreed with the suggestion, pointing out that often Jacksonville coordinates with the Base to conduct certain training activities. He stated that the Fire Department conducts at least two training sessions annually with LRAFB. He added that if a joint training facility becomes one of the uses for the property and is shared with the Base the project may qualify for Homeland Security funds. Mr. Mizan Rahman encouraged input during the public hearing process and reminded everyone to submit a comment sheet available at the entrance to City Council Chamber. With no further comments from the audience, Mayor Swaim closed the public hearing at approximately 7:30 p.m. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. WATER DEPARTMENT: WASTEWATER DEPARTMENT: FIRE DEPARTMENT: Request to Accept Bid / Self Contained Breathing Apparatus Mayor Swaim related that the City received a grant to partially fund the request. Battalion Chief Snyder stated that the FEMA grant was slightly over 33 thousand dollars with a required 10% match, making the Federal contribution $29,948.00. He pointed out that the item was budgeted in the annual budget. In response to a question from Alderman Elliott, Battalion Chief Snyder stated that he was comfortable with the low bidder. He clarified that specific brands and models were bid to be compatible with exiting equipment. Mayor Swaim clarified that the bid is a result to standardize the breathing apparatus equipment regarding Federal regulations. He mentioned new requirements for a visual display to alert a firefighter regarding equipment status. Battalion Chief Snyder stated that NFPA updates the standards approximately every five years. He related that the new standards were adopted last year and the purchase would completely outfit four engine companies to standard. He stated that another trend is moving toward the use of higher-pressure bottles, which he noted is the least expensive portion of the project. Mayor Swaim noted that the project was scaled down to fit the budgeted amount, noting that expenditure of approximately $46,205.04 would purchase sixteen new units. He noted that the Fire Department budgeted $9,482.00. Battalion Chief Snyder stated that the Department has applied for an additional $78,000 FEMA Grant with a 10% match to add to the project. Mayor Swaim noted that the distributor is willing to guarantee price for a lesser number of units. Alderman Fletcher moved, seconded by Alderman Wilson to approve the low bid from Metropolitan Fire Extinguisher in the amount of $46,205.04 including a 10% City match and a budgeted expenditure of $3448.04 plus taxes. MOTION CARRIED. POLICE DEPARTMENT: SANITATION DEPARTMENT: CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. STREET DEPARTMENT: 2003 Overlay Project List Mayor Swaim presented the list gathered by Engineering and Public Works for the 2003 Overlay Project. It was noted the project list would cover one-year. Mayor Swaim noted that the budget amount of $240,000 to $250,000 is the average annual budget for overlay projects. He stated that comparatively the City of Jacksonville overlays a consistent number of streets annually. He stated that street potholes are addressed separately from the overlay project. In response to a question posed by Alderman Wilson, City Engineer Whisker stated that to his understanding the alley from Main to Mulberry Street has historically been maintained by the City. Discussion ensued as to who may have originally paved the alley as a platted alley. City Engineer Whisker stated that according to his plat maps the alley is a dedicated alley through the parcel. Alderman Smith noted needed repairs regarding the James Street Bridge; City Engineer Whisker stated that he had submitted a list to the Highway Department. He stated that the bridge was the number one priority on their overlay list in Jacksonville, saying that they would mill and overlay both sides of the bridge, along with Vandenburg under the bridge and between Marshall Road and John Harden. PARKS & RECREATION: PLANNING COMMISSION: APPOINTMENT(S): ANNOUNCEMENT(S): Mayor Swaim noted that the ceremony to open the railroad overpass was held at 9:30 a.m. today, adding that he has monitored the traffic flow. He stated that overall he is very pleased with the overpass, adding that is will be a great asset for the Community. Director of Administration Murice Green noted that the Transportation Advisory Council featured photographs of the overpass at their meeting earlier in the day. Discussion ensued regarding other transportation projects considered for Jacksonville and Mayor Swaim stated that funds come from the Metropolitan Planning funds, adding that a small percentage is set aside each year to go toward rail grade separations. He stated that Jacksonville graded the top two but it would have been hard to claim the first fifteen years of the funding, pointing out that Cabot will be the next project for Metroplan funds. He stated that the making Graham into a four-lane road has been requested, adding that there are engineering funds to begin that project. CITY OF JACKSONVILLE REGULAR CITY COUNCIL MEETING APRIL 17, 2003 7:00 P.M. – 7:44 P.M. City Engineer Whisker stated that Graham Road would be the next project regarding the proposal to four-lane the road from Oak Street to Loop Road. He stated that the proposal is currently at the Highway Department, adding that the City has funds to perform engineering and right-of-way utilities. Mayor Swaim stated that the Graham Road project was not on the TIP program this year because of a lack of funds, adding that it is in the process and may take a while depending on how the T-21 Transportations Bill fairs. In response to a question posed by Alderman Wilson, Mayor Swaim stated that the City’s funding share of the railroad overpass was approximately one million dollars. He added that a large change in the funding share was a result of higher rights-of-way costs, which went from approximately $380,000 to final costs of $800,000 plus. Alderman Wilson noted that through outstanding money management by Mayor Swaim, Finance Director Mushrush and the City Council as a whole; the City has not had to borrow money or raise taxes to take advantage of the opportunity to construct the overpass. He noted that the overpass has been an item of discussion since 1928. He then added that City Engineer Whisker is to be commended regarding how well he worked with the contractors and the Highway Department through the project. Mayor Swaim noted that the proposal was presented twice before it was approved for funding, adding that Director of Administration Murice Green was very instrumental in making the final presentation to have the project moved ahead of other considerations. ADJOURNMENT: Mayor Swaim without objection adjourned the meeting at approximately 7:44 p.m. Respectfully, ________________________ _________________________ Susan L. Davitt MAYOR TOMMY SWAIM City Clerk-Treasurer