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HomeMy WebLinkAbout1981-11-22 MinutesMINUTES OF AN ANNUAL BOARD RETREAT The Fayetteville City Board of Directors met on Sunday, November 22, 1981, at the Continuing Education Center, Fayetteville, Arkansas, to discuss long-term goals for the City of Fayetteville. PRESENT: Mayor John Todd, Directors Lancaster, Noland, Osborne, Sharp, Bumpass, and Henry; City Manager Grimes, City Attorney McCord, Assistant City Manager McWethy, City Clerk Koettel, and representatives of the press. ABSENT: None O CALL TO ORDER The mayor called the meeting to order at 9:00 a.m. CD Q) DISCUSSION OF "EMPLOYEE OF THE MONTH" PROGRAM QMayor Todd asked for discussion on the "Employee of the Month" program. Q Assistant City Manager McWethy stated that he felt like the program had worked quite well, but he was disappointed that the Sanitation and Fire departments are not participating in the program. He suggested that perhaps some kind of pay raise differential could be established for those employees who were selected Employee of the Month. Mr. McWethy stated that he is not sure the award of $100 is enough, and that the Board might wish to consider increasing this amount. Also, Mr. McWethy asked what the Board's reaction was to an awards banquet for the recipients of the awards during the past year. iDirector Lancaster pointed out that some of the nominations were not signed by the Department Head, such as those nominations made by the Police Department. He requested that each nomination be signed by a department head. Mayor Todd suggested that perhaps only three awards per month should be given, and that the amount be raised to $150.00 as long as the Sanitation and Fire Departments are not participating. If these two departments choose to participate, then the City could go back to five awards at $100 each. Mr. Grimes pointed out that he feels the recognition as "Employee of the Month" means just as much to many of the recipients as does the $100. Mayor Todd suggested to the staff that a final report be prepared to distribute to all employees, showing the names of those persons chosen during the year for this award. Discussion was then held on "Employee of the Year"" and how this should be selected. It was decided for the staff to get together with the Department Heads and come up with a recommendation on this. Discussion was then held on an annual awards banquet for the sixty persons who had been selected as Employee of the Month during the year, and for their spouses. Director Noland stated that he felt the Board might be criticized for spending $2500 on this banquet, and that he would rather see the $2500 used in the program itself and honor the recipients and their spouses in another way. Mr. McWethy explained that the $2500 for the banquet at the Hilton was a buffet for the recipients and spouses. Mr. McWethy stated that he felt it would be very desirable to have as much publicity as possible in an effort to recognize these recipients. Director Henry stated that she felt the banquet idea was a great one, but that she did not feel the Hilton was the appropriate place. A consensus was received from the Board that a banquet should be held for the recipients and spouses, but at some place other than the Hilton, and for less than $2500. 327 327.1 327.2 327.3 327.4 327.5 327.6 327.7 327.8 327.9 327.10 328 BUDGET CONSIDERATION 328.1 The Board discussed financial considerations, revenue and expense forecasts, budget review, and general compensation policy. 328.2 Director Osborne stated that he had visied with Greg Moldenhauer of Russell Brown and Company concerning the City of Fayetteville's pay plan. Director Osborne stated that he felt the present plan makes employees want to stay in their same position, and removes an incentive to work for a promotion because every year they receive a certain percentage increase. He said that he felt some minimums and maximums should be put on particular positions. 328.3 Mayor Todd stated that the present pay plan does have a.ceiling and the annual increases are simply an effort to try and keep up with inflation, and that those persons are not getting ahead. In order to get ahead, they will have to go to another job. 328.4 Finance Director Linebaugh explained that a salary survey had been done and a summarization compiled. Discussion was held on pay increases, and it was the consensus of the Board that they do support merit increases. 328.5 Discussion was also held on the increase in insurance premiums. Finance Director Linebaugh reported that B1tP Cross and Blie Shield expects another 27% increase this year. It was suggested that this might be taken into consideration when pay increases were given. Director Noland stated that he felt the City should not give an increase for the purpose of insurance premiums before the premiums were increased because the employees will find it hard to recognize this when their rates are later increased. 328.6 Finance Director Linebaugh pointed out that the Board will need to be careful and not discriminate against the individual in trying to help those with family plans. 328.7 At present the City pays the premium for the individual, and if that individual wishes to have a family plan, then he pays the remaining premium. Director Osborne stated that he did not feel this current policy should be changed. Mayor Todd stated that he would hate to set a precedent that everytime thereis a health insurance increase, that the City will also come up with an increase to help cover it. 328.8 Director Bumpass stated that some employers give their employees a certain dollar amount each year and the employees choose whether to use this money for insurance, annuities, retirement, etc. 328.9 Mayor Todd stated that he felt this should be looked at in more detail. He explained that this type of program could not be initiated for the coming year's budget, but that it might be a future consideration. 328.10 Upon detailed discussions, the Board agreed to have salary increases range from 0% to 20%, with a maximum amount of $400,000 to be spent on salaries for the year 1982. SALES TAX PRIORITIES 328.11 The Board reviewed and discussed the sales tax budget prepared by the Finance Department 328.12 Discussion was held on the addition of five officers to the Police Department at an approximate total cost of $81,500 for the year and agreed to add these five positions by using sales tax revenues pledged to Public Safety. 328.13 New uniforms for the Police Department were discussed, and it was decided that the Board of Directors should approve the final selection of new uniforms. 328.14 Discussion was also held on having a policeman on foot patrol in the Dickson Street area, perhaps with a dog. 328.15 Discussion was held on the purchase of personnel safety equipment. It was agreed that this gear was needed by the Police Department and could be purchased with sales tax revenue. 1 1 CID equipment and jail maintenance were discussed and it was decided 329 that these items could probably be funded through the regular budget and 329.1 not taken out of sales tax revenues. Discussion was also held on liability insurance for officers and the 329.2 Board decided that this was something that needed to be pursued. City Attorney McCord was asked to check on this. Fire Department. The Board discussed the addition of six new firemen 329.3 to the Fire Department by using public safety revenues of the sales tax proceeds Mayor Todd stated that one argument against the proposed fire prevention ordinance was that extra personnel would be necessary. He pointed out that this needed personnel could be part of those six new firemen. Director Osborne told the Board members that the main problem with 329.4 the proposed fire prevention ordinance was the requirement of fire extinguishers. He stated that he felt other matters could probably be 0 resolved. Mayor Todd pointed out that he felt more of the fire department 329.5 CD resources should beattributed to fire prevention than is presently being done, but he does not think it is necessary to add any other personnel 7 than.the proposed six firemen. Q Street Department. Discussion was held .on the sales tax priorities 329.6 Q for the Street Department. Additional funding for Gregg and North Streets of $150,000 was requested. The total cost was $227,000 and $150,000 was proposed to be taken from the sales tax revenue and the remainder from public works and general fund. Mayor Todd pointed out that the only new street construction projects are 329.7 bridges, Joyce Street, and Industrial Park. Mayor Todd pointed out that the sales tax budget had $60,926 329.8 budgeted for sidewalks and asked if there was any money budgeted for sidewalks in Public Works Fund. Mr. Hausam stated that there might be some minor items budgeted in Public Works, but that the biggest sidewalk projects were budgeted in sales tax revenue. Sidewalks. Discussion was held on sidewalk priorities and Director 329.9 Lancaster asked if it was wise to earmark all the money for sidewalks for specific use. He stated that things could change and so could the priorities. Director Sharp stated that a list of priorities could be determined, 329.10 and then as much as possible completed. It was decided to let the street committee consider this and come back 329.11 to the Board with sidewalk recommendations. Discussion was held on what the City proposes to do if the legislature 329.12 passes a $25.00 limit for the sales tax, and the quorum court imposes that restriction. It was pointed out that the budgets would already have been worked out based upon the estimated revenue without the $25.00 limit. The Board agreed that perhaps all of the money should not be allocated in anticipation of this action. Mayor Todd suggested putting the sidewalk on Frontage Road in with the 329.13 sidewalk projects of the Street Department, and a decision would have to be made on whether Frontage Road was a top priority or not. Assistant City Manager McWethy suggested having some signs made up 329.14 stating, "Your Sales Tax Mondy at Work" or something similar. These signs could then be placed in areas where sidewalks and streets were being built. Director Osborne asked why the curb and gutter on Trenton from Hwy 71 329.15 to Lollar Lane was necessary. Assistant City Manager McWethy explained that there is an old drop inlet on Trenton back to College that has been there for a long time and is no longer functioning. The water washes out the asphalt on Trenton and is beginning to wash into the property. Director Osborne stated that he did not feel this is as important as 329.16 some of the other projects and that perhaps this should be something budgeted out of the retention money. 330 Parks. Mayor Todd pointed out that most of the money from sales tax 330.1 revenue for the Parks Department has been allocated for a new swimming pool. Also, two new positions were requested. 330.2 City Hospital. City Attorney McCord stated that the City Hospital has reached an agreement with Mcllroy Bank whereby the bank will finance the next phase of their improvement and it could be done through a lease - purchase agreement. McCord explained that the $113,500 shown in the sales tax budget would be used to make the lease payments to Mcllroy. 330.3 Director Osborne stated that this amounts to a subsidy for debt service to the City Hospital and expressed his concern that the hospital is operating at a loss. 330.4 Mayor Todd stated that this amount might be lessened since the Board might not be able to allocate all the anticipated sales tax revenue as discussed earlier. 330.5 City Attorney McCord explained to the Board that they should make a decision on this and inform the Hospital Board as the members are counting on the $113,500. 330.6 Upon discussion it was decided to send this item to a Finance Committee meeting for further consideration. 330.7 City Hall and Arts Center. Director Lancaster expressed his support for a Performing Arts Center in Fayetteville, and also stated that there is a definite need for a new City Hall. 330.8 Director Sharp stated that a fund for a Performing Arts Center has been established and has begun to attract some private money. 330.9 The Board agreed that both of these items were needed and that the people had passed the sales tax with the knowledge that 4% of that revenue would go toward a Performing Arts Center and that 15% would go toward a new City Hall. DOWNTOWN PARKING 330.10 Mr. Grimes explained that the parking needs in downtown Fayetteville will change and the City will need to change their long-term parking in relation to short-term parking as the need arises. He stated that if the City is going to build more parking then the money for this will have to come from parking revenues, and this will mean parking costs will have to increase. 330.11 Some discussion was held on parking costs for different lots downtown and Director Osborne commented that he felt a parking rate increase was long past due. 330.12 Director Osborne stated that he felt if the City was providing free parking to City employees, it should be shown as a fringe benefit. 330.13 Director Bumpass raised the question if it was fair to charge the same amount for the lot behind the old Penney Building as for the lot by First Federal. He stated that the lot behind Penneys is unimproved. 330.14 It was agreed that parking rates should probably be discussed more thoroughly at a regularly scheduled Board meeting. Discussion was then held on whether or not the lot behind Campbell -Bell 330.15 should be converted to more long-term parking. It was agreed to wait until after the first of the year to consider this possibility. 330.16 Mr. Grimes informed the Board that when the new Southside opens then the lot behind that building will not remain alllong-term parking. Director Noland asked if there would be deck parking on that lot and Mr. Grimes answered that it was something the Board needed to be thinking about. 330.17 Director Osborne brought up some discussion on the valet lot and Mr. Grimes informed him that the bill for this lot has been sent but payment hasn't yet been received. The management has met with Assistant City Manager McWethy and Finance Director Linebaugh and worked out an arrangement where all spaces would be paid for whether occupied or not. The principal owners of the Hilton had contacted Mr. Grimes and wanted the City to reconsider this. Mr. Grimes stated that he would discuss this with Mr. McWethy and 1 1 1 1 Mr. Linebaugh and try to come up with a compromise with which to approach the owners. Director Bumpass asked what they would be allowed to charge on this lot. Mayor Todd stated that he felt the cost should be controlled, but Director Osborne felt that it wasn't fair to expect the Hilton to operate the lot and the City set the rates. Upon discussion, McCord asked Mr. Grimes what the delay was on getting a ticket machine for that lot. Perry Franklin, Traffic Superintendent, stated that this machine was part of a package deal for the City deck under construction. Mayor Todd asked Perry if the City would be able to operate the deck when it is opened. Perry replied that a decision needed to be made on exactly what type of equipment was going to be used and who was going to operate it. Mr. Grimes explained that a proposal had been received from Airport Parking Services but that it hasn't been reviewed yet. If the staff feels it is a feasible proposal, they will present it to the board for approval. Discussion was held on the parking lot beside George's on Dickson Street. The meters had been removed from this lot because of vandalism and persons are parking free now. Mr. Grimes stated that bids were being taken on this lot and a decision could be reached after all the bids were received. AIRPORT Mr. Grimes explained that the necessary legislation has not been approved on the federal level so that the City could get FAA participation in the Master Plan process. A lot of preliminary work is being done on this, but it cannot be put on paper formally until funding is received. Dale Frederick was present from the Airport to discuss the effects of the. decline of passenger boardings. He stated that there is a decline in revenue and the important thing is to decide why passenger boardings are low and what can be done to get them up again. Dale reported that in 1979 there were 85,000 boardings, in 1980 there were 70,000, and in 1981 it:iS estimated there will be 60,000. This is a decrease of 25% to 30% from two years ago. Dale' explained that this decrease was due to an increase in plane fares and a decrease in flights. He told the Board that Fayetteville is not the only airport experiencing this. problem. The Airport Manager and Dale have been talking with the travel agencies concerning this problem. They were informed that 5,000 persons per month are driving to other airports to get flights. Dale stated that he felt a program needed to be put together where he and the Airport Manager can work with the travel agencies and the sale representatives of the airlines. It was pointed out by Mayor Todd that the. Fayetteville Airport needs to be marketed, especially this year. Dale replied that money had been budgeted for this specific purpose.. Discussion was held on a new airline service for Fayetteville, and Dale reported that some airlines had expressed an interest in coming to Fayetteville but nothing definite had been decided. The Board discussed the noise abatement at the airport. City Attorney McCord explained that there are two law suits filed and the suit seeking an injunction is set for trialon January 26, 1982. He stated that in order for the property owner to prevail they must show that the noise is not incidental to the customary and ordinary operation of an airport. He stated that he felt this would be a heavy burden to meet. The second suit seeks damages from the City on an inverse condemnation theory and proof of a reduction of the value of property will have to be submitted. McCord stated 331 331.1 331.2 331.3 331.4 331.5 331.6 331.7 331.8 331.9 331.10 332 that the Airport Manager has been in touch with FAA officials regarding federal funds for financing a noise study. The FAA officials are optimistic that this can be done, but no final decision has been made. McCord stated that he has also written the League of Cities regarding the ECHO Airport Program. COMMUNITY DEVELOPMENT COMMITTEE 332.1 Assistant City Manager McWethy explained that due to some changed rules and regulations of HUD, it appears that the City no longer needs to have a Community Development Committee. He explained that no steps along those lines have been taken because new persons have been appointed on the Committee and have not had a chance to serve. He stated that perhaps this should not be changed in mid stream. 332.2 Rick Mason, Director of Community Development, was present to explain some recent changes in the CD program and answer questions of the Board. Mr. Mason explained that the City must publish their proposed CD 332.3 program and have one public meeting to give citizens the opportunity to comment on the proposed program. 332.4 Discussion was held on how much staff time would be saved without a community development committee. Mr. Mason pointed out that a significant amount of t'me was spent at meetings of this committee and preparing and distributing minutes of the meetings. 332.5 Mayor Todd stated that he was in favor of doing away with the committee in 1982. 332.6 Director Noland agreed that an appropriate way to handle this might be to phase out the committee by holding a public hearing and a community development committee meeting together. He stated these committee members might be expecting to do so something. 332.7 It was pointed out that these persons might not be as disappointed in not serving as they would be in serving and then having their suggestions and recommendations changed or disregarded. Upon discussion, it was decided that David McWethy should work with 332.8 Rick Mason to work out a letter informing the CD committee members that their duties have been considerably lightened and that the procedures are going to be changed, but that they will be asked to bring input to the Board. There would be a Board meeting where a public hearing would be held and members of the CD commitee could be present, but would not convene as a committee. Discussion was then held on the Washington Mountain project and 332.9 Asbell Gym. Mr. Mason stated that an income survey is being done in the Washington Mountain area to determine if that area is in fact eligible for HUD funds. He stated that he feels the Asbell Gym project cannot be justified. 332.10 Discussion was also held on drainage problem areas within the City. McWethy explained that some work needs to be done on the south side of 7th Street from College to Wood, and that this would probably best be done in conjunction with llth Street and the other improvements to be done on the housing project. It was pointed out that this would also have to meet the LMIF criteria. 332.11 South Street, Rock Street, and West Street were also under consideration. REVIEW OF BOARD RULES OF ORDER AND PROCEDURE 332.12 Mayor Todd pointed out that under the Special Meetings paragraph the text reads, ". . .may be called by four or more members of the Board or by the Mayor." He pointed out that state law states special meetings may be called by three or more members of the Board of by the Mayor. It was agreed that this should be changed to agree with State law. Also, Mayor Todd pointed out that the last sentence of paragraph 6 1 1 1 1 333 might have an addition which would make the sentence read, "No questions shall be asked to a Board member or city employee except through the presiding officer." The Board agreed with this suggestion. Mayor Todd asked the Board what their feelings were on having a Board 333.1 representativeon the Parks Advisory Board. He stated that he did not support this because the Board has to support the general interests of the people and this might put a Board member in an awkward position. The consensus of the Board was that no board member should be appointed to this, but that notice could be given to all board members and any who wished to attend the meetings could do so. COUNTY ZONING OR ANNEXATION City Attorney McCord stated that he drafted an attorney general's opinion request for Kim Smith that has been submitted for several weeks but the opinion has still not been issuedon the legal aspects of this subject. CY). McCord stated that under the county zoning proposal the City must consider CD the fact that any rezonings would have to be considered by the Quorum Court. Director Lancaster said that he felt the Board should control areas 333.3 adjacent to the City and that he felt the proper way of doing this was by annexation. Newton Hailey was present and he stated that he does not feel the Quorum Court will want to hear all of the rezonings. McCord explained to the Board that if the County adopts a zoning ordinance then they will have to rehear the rezonings. Mayor Todd asked the Board if their feeling that someone needs to exercise some land use control had lessened. Director Osborne stated that there was some waivering on his part in respect to the Highway 45 East property. He stated that Henson and other property owners had convinced him that they were going to protect their property. Some of the directors pointed out that a garage has already been put upin-that area, along with several mobile homes. Director Bumpass asked if the City intended to continue their outside - the -City fire policy next year and was informed that it would be continued because it has been successful. Director Henry asked if annexing this property would hurt the City on its fire rating and Assistant City Manager McWethy advised that he did not feel that annexation of the areas being discussed would affect the fire rating. Director Bumpass stated that he would like to see 50% of the property owners sign a petition for annexation and that if this could not be done then perhaps annexation should not be considered. He stated that these persons have their own reasons for not wanting to be in the Cityand he does not know that the Board should be questioning their judgment on:thns. Discussion was also held on whether or not to allow fire hydrants outside the City limits. Director Sharp stated that this policy could possibly be reconsidered since the City is now contracting outside the City limits for fire service. He stated that the City might want to allow fire hydrants if the following three conditions existed: 1) must be in a fire protection district, ?) must be on an adequate water main, and 3) property owners would have to pay for installation of hydrant. Director Sharp stated that the City is tying the hands of the Fire Department by sending them outside the City to fight fires without fire hydrants. Director Osborne pointed out that this would certainly take away any incentive for annexation to.the City. 333.2 333.4 333.5 333.6 333.7 333.8 333.9 333.10 333.11 333.12 333.13 333.14 334 334.1 Mayor Todd raised the question of access to the proposed fire hydrants. He was informed that there was no way to lock the hydrants. 334.2 After discussion, Director Osborne stated that he might be in favor of allowing fire hydrants outside the City if there could be a way by which to control access, but not otherwise. SEPARATION OF PLANNING AND INSPECTION 334.3 Director Osborne pointed out that the Board might wish to begin thinking about separating the Planning and Inspection Offices. He stated that this would be a good time to consider this since plans were being made for a new City Hall. 334.4 Director Osborne also discussed the advancement possibilities of personnel working in these two offices. 334.5 Mr. Grimes agreed that these offices might need to be separated someday, but should be adjacent to one another. 334.6 Director Noland asked if Little Rock and other cities have two separate offices for these departments and Mr. Grimes replied that he did not know but could check on it. CITY HALL PROJECT 334.7 Director Sharp opened discussion onthe City Hall project. He stated that in order to do this project right it would cost one million dollars. He reported that to buy land and build a new City Hall it would be close to one and a half million dollars. He explained that if a decision was made to build a new City Hall, then it would still be located within a block of the present City Hall. 334.8 Director Noland stated that he had received favorable comments towards the renovation of the present City Hall and other Board members expressed the same results. 334.9 The Board discussed the possibility of construction of a City Hall - Performing Arts Center combination. It was decided that this would not be the best solution and that the two should be separated. Discussion was held on where City Hall would be located while the present 334.10 building is being renovated. The possibilities were those of moving to the old Woolworth Building and acquiring the Lewis property for some type of metal structure with a brick front which would later be used by the Police Department and Traffic Department. 334.11 The Board agreed to go with the Lewis property and construct some type of building on the property to house City Hall during renovation. The building would be used for municipal purposes after the new City Hall was accomplished. PERFORMING ARTS CENTER 334.12 Discussion was held on a Performing Arts Center and the Northwest Arkansas Cultural Center Board of Trustees. Director Sharp stated that a lot of people have an interest in a performing 334.13 arts center in Fayetteville and that he feels like the NWACC (Northwest Arkansas Cultural Center) should have an impact on the project but should be separated from the City. He also stated that a feasibility study would need to be performed for the center. The Board decided that an ordinance was needed clarifying the 334.14 relationship of the City to the NWACC. The NWACC is in the process of forming a nonprofit organization and would like to be separate and apart from the City. However, they would still be called upon for help in obtaining the proposed performing arts center. 1 1 WASTEWATER COLLECTION .AND TREATMENT Director Noland reported on wastewater collection and treatment. He stated that the EPA is awarding a contract to the environmental engineers to see if the use of SWEPCO lake is a feasible alternative for the City. A preliminary answer is expected by February 15, 1981. Director Noland reported that they are proceeding with plans for the rehabilitation of the sewer system and these should be ready by mid May. REGIONAL JAIL Director Osborne stated that he is opposed to a regional jail unless it can be located at the Courthouse close to the courts. Director Bumpass agreed with this. 335 335.1 335.2 SOLID WASTE O Director Henry reported that the Solid Waste Committee had voted to 335.3 CD have Step 1 of Phase 1 of a solid waste facility study done. She stated M that part of this contract would include a section on how to finance the project. Mayor Todd stated that one thing the City would be asked to do would 335.4 Q be pass an ordinance that would require all the waste going out of Fayetteville Q to go into this facility. A brief discussion followed on this matter and Mr. Grimes pointed out 335.5 that there could possibly be some problems with private collectors. COMPUTER Finance Director Linebaugh reported that $2,000 to $4,000 more funds are needed than were allocated for the computer. He stated that explanations were contained in Dr. Abe Winter's letter (see director's agenda) and he was recommending that the Board accept those recommendations made by Dr. Winters. Discussion was held on the computer and the Board expressed agreement with Dr. Winter's letter and commented that it appears the computer is now functioning properly. CITY REPORTS Discussion was held on publishing annual reports for the City. Director Osborne stated that he would like to see these done every year. However, the cost of these reports is approximately $25,000. The Board decided to keep this possibility open but no firm decision was reached. SOCIAL SECURITY Director Osborne stated he was in favor of opting out of the Social Security program and a brief discussion was held. The Board agreed to have the staff appoint an employee committee to look into this possibility. BUDGET OFFICER Discussion was held on a new position of budget officer. Finance Director Linebaugh pointed out that extra work would be created by keeping a separate account for the sales tax revenue and this was part of the reason this job was created. The proposed budgeted salary was $17,000. Mayor Todd expressed a concern that some of the extra workload could not be picked up by the License Enforcement Officer whose.. workload had been lessened. He also expressed a concern about the proposed salary. Mr. Grimes explained that the present budgeting officer is also purchasing agent and is not capable of doing detailed budgeting, and that he felt the full time position could be justified. 335.6 335.7 335.8 335.9 335.10 335.11 335.12 335.13 335.14 335.15 335.16 336 336.1 Discussion was also held on whether or not this person could also be responsible for doing inventory at the City Shop. ADJOURNMENT 336.2 There being no further discussion, the meeting adjourned at 5:45 pm. 1 1