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HomeMy WebLinkAbout1983-10-30 Minutes1 MINUTES OF A BOARD OF DIRECTORS RETREAT A retreat meeting of the Board of Directors of the City of Fayetteville was held at 8:00 A.M. on October 30, 1983 in Room 209 of the Continuing Education Center, Fayetteville, Arkansas. PRESENT: Mayor Noland, Directors Lancaster, Orton, Sharp, Bumpass, Osborne and Johnson; City Attorney McCord; City Manager Grimes; Assistant City Manager McWethy; City Clerk Kennedy; members of the press and audience CALL TO ORDER Mayor Noland called the meeting to order. WILDERNESS BILL/HR 2917 Mayor Noland stated that Frank Reuter of Berryville and Lois Imhoff and Tim Ernst of Fayetteville would show a slide presentation on the Wilderness Bill at the next Board meeting at which time the Board may consider a resolution in support of HR 2917. OZARK THEATRE Director Sharp reported on the idea of using the old Ozark Theatre as a civic center/auditorium. He stated he had discussed this idea with Dr. Martin and Dr. Houston from the University of Arkansas. .He pointed out that, if a big auditorium is built, the University people would be first to have access to it. He also mentioned some local architect firms had volunteered to look at the building. Director Sharp asked the Board to replace the committee member vacancy left by Ann Henry. He suggested the Board consider using some • of the $80,000 plus designated for the center for a trip to Bartlesville to view their civic auditorium. POLICE POLICY/ENTERING PRIVATE CLUBS Director Osborne reported onthe Police Department's policy of entering private clubs, stating he felt this was unconstitutional and illegal in the manner it was being done. City Attorney McCord stated he did not know all the facts but that police officers unquestionably have the right of entry without a search warrant. 208a 208a.1 208a.2 208a.3 208a.4 208b 10-30-83 208b.1 208b.2 208b.3 208b.4 208b.5 208b.6 208b.7 Director Osborne stated as many as six officers have entered certain clubs, gone to tables and asked for identification, looking for under- age people. Osborne said he does not question the police's right to be on the premises, but questions the manner of enforcement. McCord said he would research the issue of the police going to tables and asking for identification. Mayor Noland stated it seemed to him that one purpose of the foot patrol is to increase police visibility on Dickson Street and in the central downtown area, hopefully to minimize and head off problems of this sort. One former club owner, Bill Cooper, was present and voiced his objections to the police policy, stating he thought it was improper and that there are other club owners who feel the same way. Cooper stated because this police policy had ruined his business, he had sold his club. He said, as a club owner, he had tried to check ages of those entering the club but that many young people have fake identifi- cation cards that a club owner is unable to detect. City Manager Grimes stated when he asked for the foot patrols, he didn't intend for police to harrass the establishments that aren't causing problems but to give attention to the problem clubs. He wanted to be sure the Board agreed with this. Grimes stated he intended for the foot patrol to step in and ask how things are going, look around, and if there are no problems, then leave the club. COURT MEDIATOR PROGRAM/PROJECT EARLY SETTLEMENT Director Johnson reported on a court mediator program in Tulsa, called Project Early Settlement. She explained this is a mediation process whereby an aggrieved party can call the Project and describe their problem; the Project sends a registered letter within ten days to the other party; a hearing date is set up which is convenient to both parties and the mediator finds a solution agreeable to both parties and follows up. If a solution cannot be reached, it is then referred to the City Prosecutor. The City Prosecutor does not take any case unless mediation is attempted first. Tulsa has ninety mediators who work full-time. Johnson thought since Fayetteville has many retired people with experience in training, a program could be set up here. Director Johnson suggested the City Prosecutor submit his comments to the Board,and the Board might decide how to implement a similar program. FINANCIAL MATTERS Finance Director Scott Linebaugh presented the Board with copies of the current year-to-date balance sheets, projected fund balance sheets for year end, and priority lists for the 1984 budget year. Linebaugh reviewed the statements for each of the funds and outlined some of the major items on the priority lists for the upcoming year. One of the major items discussed was a new ladder truck for the Fire Department. Mayor Noland pointed out that this new truck would allow access to higher places than any of the existing trucks. 1 1 1 10-30-83 208c It was also noted that a new truck would help to get the area reclassified to Class 3 for insurance purposes. The possibility of an additional fire station was also discussed. Mayor Noland pointed out that a new station would be beneficial in getting the class rating of the area reduced. The possibility of relocating an existing fire station, rather than adding a new one, was also discussed. It was suggested that the fire stations might be better utilized if they were relocated. Finance Director Linebaugh presented the Board with the possibility of instituting the home storage system for the police officers. This would require the purchase of ten new cars this year and ten more the following year to enable each officer to have a car. This system should reduce the maintenance costs on the vehicles and give them a longer life. Policy Decisions/Compensation Finance Director Linebaugh presented the Board with a proposal for the 1984 pay plan. He recommended utilizing a two -element approach for pay increases: (1) to utilize a 4 percent across-the-board cost of living raise and (2) to use the remainder of the available money the Board allocates for salaries for a "compensation disparity reduction adjustment". All employees would be broken down into four blocks based upon how far out of adjustment their salaries are according to the updated 1982 salary survey. Those farthest out of line would receive the largest percentage increase and'on down the line; those the least out of line (or not out of line at all or overpaid) would receive the least amount of disparity raise. The Boardagreed the Finance Committee should make a recommendation based on this approach. Longevity Program/Firefighters Association Bobby Odom made a presentation to the Board on behalf of the Firefighters Association. A worksheet was distributed showing current firefighters' salaries compared with salary studies for 1982 and 1983. The firefighters' request was that their ages be brought up in line with the 1983 pay plan, along with a 10% increase and the institution of a "longevity program" to encourage employees to stay. Under the longevity program, beginning after five years of service, a firefighter would receive an increase of $10 per month per every year of service (e.g., an employee with ten years of service would receive a $100 per month increase). Longevity programs for firefighters in Arkansas are already in existence in Rogers and Fort Smith. Additional Personnel/1984 Budget Year City Manager Don Grimes discussed the possibility of increasing the City staff after the move back to the renovated City Hall in early 1984. The following is a list of possible additional personnel which was discussed: 208c.1 208c.2 208c.3 208c.4 208c.5 208c.6 208d 208d.1 208d.2 10-30-83 1. Several departments would like funding to hire student interns from the University of Arkansas. By hiring the students, the City would benefit from the work of these individuals as well as benefitting the community in supporting a project of this type. 2. The Administration would like funding for a student intern or an additional person to work as a public information/research assistant in the City Manager's Office. This person could possibly work with Fayetteville Open Channel in the production of City Board meetings. 208d.3 3. The Traffic Department would like funding for an additional employee/student intern to work on sign maintenance for the City streets. 208d.4 4. The Building Maintenance Department is requesting funding for an additional position. 208d.5 5. The Fire Department would like to hire a secretary. 208d.6 6. Community Development would like funding for a secretary. 208d.7 7. The Police Department would like to hire three additional officers. 208d.8 8. The Finance Department would like funding for two student interns. 208d.9 208d.10 9. The Parks and Recreation Department is seeking funding for a full-time Parks and Recreation Director with an office in City Hall. The need for a horticulturist was discussed, as well as the possibility of hiring an additional person who could serve as both Parks and Recreation Director and horticulturist. 10. The need for a person to conduct sidewalk safety inspections was discussed, as visibility close to the City streets is a continuing problem. Employee of the Month Program 208d.11 The Employee of the Month Program was discussed. The Fire and Sanitation Departments do not participate in the program at this time. Assistant City Manager McWethy stated he did not think the program was accomplishing what it was intended to do. The Board asked that the program be discussed with department heads for their input and that a recommendation be brought back to the Board. CAPITAL IMPROVEMENTS 208d.12 A discussion of long-range capital improvements included the following: 1 1 1 10-30-83 1. The extension of Township Road to Highway 265; 2. Reconstruction (with concrete) of Maple Street, from Arkansas/Gregg Avenues to Garland; 3. The Gregg Avenue connection from North Street to Maple; 4. The extension of Fletcher Street; 5. Streetlighting the Bypass intersections; 6. Building small lakes and ponds to retain urban stormwater runoff; 7. Highway 16 West (and other areas) drainage and sewerage funding; 8. A new fire station; 9. The new communications system; 10. The streets east of the Courthouse Several citizens were present who expressed their concerns over the traffic problems in the Wilson Park area; objections to the extension of Fletcher Street were expressed by area residents desiring to preserve the character of their neighborhood; concerns were expressed by residents around Gregg Avenue (from North to Maple) over traffic and drainage problems. POLICY QUESTIONS Liquor By The Drink Sales City Attorney McCord explained a proposal for Liquor By The Drink sales must be voted on and passed by a majority of the voters or by a petition filed by 15 percent of the number of voters voting at the last election for Governor. After discussion, it was decided to bring the issue up again in July or August. Septic Tank Requirements Director Orton reported the minimum requirement for a septic tank (12 acres) was discussed with City Engineer Don Bunn and Health Depart- ment officials at a Water and Sewer Committee meeting. It was decided to have the City Attorney put Bunn's recommendations in ordinance form for consideration by the Board. Lot Split Ordinance/Sunrise Mountain Road The problem of administering the City's lot split ordinance was discussed, particulary as this relates to a recent case of subdivided property on Sunrise Mountain Road. The Board agreed that the petitioner in this case had not attempted to circumvent the City's subdivision ordinance and that, at the next Board meeting, the Board would authorize the City Attorney to file suit against the grantor in the case. Open Channel Services In rel'a tion to the possible new "public information" employee, discussion was had on how much of Open Channel's services would be desired next year. Director Orton raised possible options for consideration: 208e 208e.1 208e.2 208e.3 208e.4 208e.5 208e.6 208e.7 208f 10-30-83 208f.1 1. With no equipment being purchased by the City, Open Channel services could remain as is, at a cost of $4200 per year, or about $175 per meeting. 208f.2 2. The City could purchase one camera compatible with Open Channel equipment and Open Channel would provide one camera: - with a 3 -person crew: $200 per meeting or $4800/yr. - with a 4 -person crew: $220 per meeting or $5280/yr. 208f.3 3. The City could purchase all necessary equipment for a 2 -camera operation to be permanently installed in the Board Room, with Open Channel available to run it: - $100 per meeting for Open Channel personnel or $2400 per year - City's one-time expense for equipment: $15,305 208f.4 After discussion, there was general agreement that the City should purchase their own equipment to be permanently installed in the Board Room. Annual Report/Calendar 208f.5 The pros and cons of continuing to produce the City's annual report/ calendar was discussed, with a suggestion from Director Orton to produce a "video" annual report on alternate years. City Vehicle Use By Employees 208f.6 A list of those employees who use City vehicles to commute was distributed to the Board. This was discussed and one suggestion was made to restrict this use to only those employees "on call" at night. Library Budget/Census 208f.7 Mayor Noland stated a special census was authorized in September, 1982 but was never carried out. Assistant City Manager McWethy recommended a census be authorized for September of 1984, especially because of increased population in newly annexed areas. Annexation 208f.8 Director Lancaster proposed annexing the Highway 45 East area which had been proposed in the past, for reasons of orderly growth. Director Orton stated she did not think there should be a special election, that this should be referred back to the Planning Commission. Outside City Limits Fire Protection 208f.9 Director Bumpass introduced the topic of the City's policy on fire protection for rural areas outside the City limits. Bumpass noted several new volunteer fire departments have been organized, equipment has been purchased and training has been upgraded. He asked if the Board would like a report on the experience of the rural fire 1 10-30-83 departments, and if the Board would wish to consider entering into "mutual aid agreements" with West Fork, Goshen, Farmington, Elkins, Round Mountain, Wheeler and Wedington Woods. Bumpass stated some of these volunteer fire departments can be of benefit to the City in fighting fires in rural areas. Mayor Noland suggested we request a recommendation on this from the City Fire Chief. Bumpass also suggested the possibility of having a Police and Fire Committee meeting to discuss the issue. Regional Sewer Authority/Resolution City Manager Grimes reported he had been contacted by Mayor McKinney of Springdale who wished to know if the Board intended to adopt a resolution to set up a regional sewer authority. Grimes suggested the Board might adopt a resolution stating only that a long range study should be done. Director Orton didn't think the Board should participate financially for a study to be done at this time, nor did Director Johnson wish to participate in any way financially. Mayor Noland suggested the Board might resolve to stay involved, but only as observers. It was decided the Board would consider the adoption of a resolution to this effect at the next regular Board meeting. 208g 208g.1 208g.2 2089.3 CITY HALL MATTERS Assistant City Manager McWethy pointed out, if an appreciable amount 208g.4 of new furniture will be ordered for the new City Hall, the actual move should be postponed until after any new furniture is in place. The Board discussed certain finish work which had been done and which is not satisfactory; it was decided that some of these items should be discussed with the architect and a request be made for some of the work to be redone to meet specifications. It was decided the installation of a bill -paying window for the ground:M oor could be done by the Building and Maintenance Department rather than by the contractors. The Board discussed television monitors to be located in the Board Room, the waiting area, and in the City Manager's Office. It was decided research should be done on sizes and prices and this information brought back to the Board. Assistant City Manager McWethy recommended the installation of a 2089.8 public address system so that employees can be paged for important phone calls. The advantages and disadvantages of this system were discussed, the fact that the system could be abused being noted by Director Johnson. Director Noland asked if such a system could be used for playing "Muzak", Director Lancaster suggesting this has been shown to increase productivity. 208g.5 208g.6 2089.7 The Board discussed the need for a public address system in the Board Room to get the audio signal to Fayetteville Open Channel. 208g.9 208h 10-30-83 208h.1 Assistant City Manager McWethy asked the Board to consider approving the cost of installing a stud wall in the Interim City Hall to separate the Building Maintenance from the Police Maintenance. McWethy estimated the cost of this work, including a storage rack, to be $2500. Parking 208h.2 City Manager Grimes outlined those parking areas to be used for employee cars after the move to City Hall: the parking lot adjacent to First Federal Bank building; that ten spaces may be available at the Blue Building; two rows of parking at Interim City Hall, with some of that parking lost on the south side when the doors are installed; that the City plans to continue leasing some parking in the back of the Chamber of Commerce building for inspection and meter vehicles. Contract with Marynm Bassett 208h.3 The Board agreed to enter into a contract with Marynm Bassett for interior decorator services for the new City Hall, but to modify the contract to state a maximum payment of $9,000, and to change the five month cut off date to read "until the job is completed". It was decided to consider these changes at the next regular Board meeting. The retreat meeting adjourned at about 5:20 P.M. 1