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HomeMy WebLinkAbout1984-02-21 Minutes• MINUTES OF A BOARD OF DIRECTORS MEETING A meeting of the Board of Directors of the City of Fayetteville was held at 7:30 P.M. on February 21, 1984 in Room 107, Continuing Education Center, Fayetteville, Arkansas. PRESENT: Mayor Noland; Directors Lancaster, Osborne, Sharp, Bumpass, Orton and Johnson; 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 and asked for a moment of respectful silence. SIGN APPEAL/2325 N. COLLEGE AVE. Mayor Noland introduced an appeal from the Sign Ordinance, submitted by Pizza Hut at Assistant City Manager McWethy reported that has informed him the petitioner is now able to the need for a variance. AIRPORT NOISE literal provisions of the 2325 N. College Avenue. Sign Inspector Bert Rakes relocate the sign without Mayor Noland introduced further consideration of a solution to the stationary aircraft engine run-up testing operations, by requiring that these run -ups be conducted in the noise barrier at the Fayetteville Municipal Airport between the hours of 10:00 P.M. and 8:00 A.M. Noland stated this item had been tabled at the February 7 meeting. Director Lancaster, reporting for the Airport Committee, stated he wished to submit a resolution rather than an ordinance. In the absence of the City Attorney, Assistant City Manager McWethy read the resolution. Director Osborne, seconded by Lancaster, made a motion to pass the resolution. A citizen from the audience, Mr. Miller, addressed the Board, stating that "whatever you're doing down there, and I don't know what it is, it's not working". Mayor Noland pointed out that the passage of the resolution would force the engine testing to be done in the noise barrier during the times designated, except for take -offs and landings. 318 318.1 318.2 318.3 318.4 319 2-21-84 319.1 A spokesman for Mr. and Mrs. Johnny James, Mr. and Mrs. Bruce Crider, and other residents in the area of the Airport, addressed the Board. He stated he hoped the Board's action would resolve a noise problem of many years duration which has caused so much suffering to so many people who live near Drake Field. He also thanked the City Board, the City Attorney and the Airport Manager for their concern for the problem and their good faith. He stated if the resolution passes and if there is evidence of a single engine run-up outside the noise barrier, he expects the Board to pass an Ordinance "with criminal provisions". 319.2 Upon roll call, the motion passed, 6-0, with Director Bumpass not yet present. q RESOLUTION NO. 25-84 APPEARS ON PAGE 227 OF ORDINANCE AND RESOLUTION BOOK XV HHL SIGN APPEAL/529 N. COLLEGE AVE. 319.3 Mayor Noland introduced an appeal from the literal provisions of the Sign Ordinance submitted by "Frisky's" at 529 North College Avenue. The Mayor stated the petitioner requests a variance to erect a 50 square foot free-standing sign at a 25 foot setback from street right-of-way; that the ordinance requires a sign of that size to be set back 35 feet unless the Board determines that strict enforcement would cause practical difficulties due to circumstances unique to the individual sign under consideration. Edward P. Frisk was present to represent the appeal. 319.4 319.5 Sign Inspector Bert Rakes, in answer to a question from the Mayor, explained there is sufficient distance from the street right of way for the sign to meet the setback requirement, but that the petitioner claims this would cause the sign to be in the fire lane. Director Lancaster stated, in his estimation, the post for the sign could be installed without being in the fire lane, although the sign itself might project into the fire lane. Mr. Frisk stated his proposed location for the sign would place it in line with the motel (located thirty feet in front of his building) so that the sign can be seen. Director Orton suggested a smaller sign would be permitted closer to the right-of-way. Bert Rakes stated a 30 square foot sign would be permitted at a 25 foot setback. Mr. Frisk stated the dimensions of the proposed sign are five feet high by 10 feet wide. 319.6 Director Sharp suggested the pole could be located at a 35 foot setback and Mr. Frisk expressed his concerns regarding drivers who would damage 1 1 1 1 2-21-84 the pole were it to be located anywhere in that fire lane. It was determined the fire lane is 16 feet wide. Director Sharp proposed locating the pole even with the east side of the fire lane. Director Osborne stated he thought it more logical just to grant the variance as requested, or for the petitioner simply to reduce the size of the sign. Mr. Frisk stated he would be willing to reduce his variance request by five feet, which he said would cause the back edge of the sign to protrude over the fire lane, but the bottom of the marquee would be 22 1/2 feet above ground. 320 320.1 320.2 Director Orton stated since it is possible to place a conforming sign 320.3 in the location, she sees no reason to grant the variance. Mr. Frisk stated he thought there were extenuating circumstances, in light of the fact that the motel protrudes thirty feet out in front of his building. Director Orton pointed out the motel location does not keep Mr. Frisk from having a smaller sign, closer to the street. Mr. Frisk explained he desired to have a marquee -type sign, rather than a small sign. Director Osborne, seconded by Johnson, made a motion to grant a five foot variance. Director Sharp stated this will place the pole on the edge of the fire lane. Osborne explained his reason for making the motion is because he doesn't think the post ought to be in the fire lane; he also offered to amend his motion to state the variance expires when the motel is torn down. Upon roll call, the motion (without the suggested amendment), passed, 4-2, with Directors Lancaster and Orton voting against the motion and with Director Bumpass not yet present. FIRE EXITS Mayor Noland introduced an ordinance amending the City Code by requiring the exterior labeling of emergency exit doors. The ordinance was read for the first time by David McWethy. Director Johnson, seconded by Sharp, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0, with Bumpass not yet present. McWethy read the ordinance for the second time. Director Johnson, seconded by Noland, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 6-0, with Bumpass not yet present. McWethy read the ordinance for the final time. Director Sharp asked Fire Inspector John Durham if some standardized sign could be used, such as the one pictured in the agenda; that such a sign might be purchased by the City and sold to businesses at cost. 320.4 320.5 320.6 321 321.1 321.2 321.3 2-21-84 Durham explained that particular sign had been voluntarily placed on the door of a local business. Durham explained standard exit signs are required to be 6 inches high with 3/4 inch brushstroke on letters. Durham agreed that some standardized sign might be produced. Mayor Noland asked if the intent of the ordinance is for there to be no parking ten feet on either side of the door, and ten feet in front of the door. Durham stated the intent is for ten feet in front of the door, but stated some distance from either side of the door might also be addressed on a sign. Noland pointed out that the suggested labeling would not make it clear to persons reading it whether they would be permitted to park adjacent to the door. Durham stated some re -wording might be in order to make the intent more clear. Director Osborne asked if there was a penalty for persons who do park within ten feet of the door. Durham stated there are laws in the State Fire Code and the City Ordinance which address that problem. He stated the problem in the past has been having citations thrown out in Municipal Court because the Judge and Prosecutor have stated that persons had no idea they parked within ten feet of an exit door, because the door was not marked as such. 321.4 The ordinance was left on third reading until such time as the City Attorney can review its wording. 321.5 Director Bumpass arrived at this point in the meeting. 321.6 321.7 321.8 321.9 MASTER SIDEWALK PLAN AMENDMENTS/NORTHWEST ACRES/BLAIR AVENUE Mayor Noland introduced two requests for amendments to the Master Sidewalk Plan: A request by the Planning Administrator, to cause it to agree with the plat for Northwest Acres Subdivision, located on Highway 16 West; and A request by the Community Development Director to cause it to reflect a sidewalk along the east side of Blair Avenue, rather than on the west. Director Johnson, seconded by Sharp, made a motion that the Master Sidewalk Plan be amended to reflect the change for Northwest Acres Subdivision and along the east side of Blair Avenue, rather than the west. Upon roll call, the motion passed, 7-0. RESOLUTION NO. 26-84 APPEARS ON PAGE ,207c OF ORDINANCE AND RESOLUTION BOOK WO RESOLUTION NO. 27-84 APPEARS ON PAGE a.n OF ORDINANCE AND RESOLUTION BOOK X Ullt 1 1 1 1 2-21-84 COMMUNITY DEVELOMENT BLOCK GRANT BUDGET/ADJUSTMENT Mayor Noland introduced consideration of an adjustment in the 1984 Community Development Block Grant budget. The Mayor explained, since this budget was adopted, it has been found the City is entitled to an additional $7,650 and the C.D. Director is recommending this be placed in the "Contingencies" category. 322 322.1 Director Osborne, seconded by Lancaster, made a motion to approve 322.2 the budget adjustment. Upon roll call, the motion passed, 7-0. RESOLUTION NO. 28-84 APPEARS ON PAGE ,2,30OF ORDINANCE AND RESOLUTION BOOK X1/LI( UTILITY RELOCATION/OLD FARMINGTON ROAD Mayor .Noland introduced a resolution authorizing the execution of a contract with Arkansas Western Gas Company, for the relocation of 60 feet of gas main and one meter along Old Farmington Road, at a cost not to exceed $899.79. 322.3 Director Osborne, seconded by Sharp, made a motion to pass the resolution. 322.4 Upon roll call, the motion passed, 7-0. RESOLUTION NO. 29-84 APPEARS ON PAGE 9J) OF ORDINANCE AND RESOUJTION BOOK WVWU DISPLACEMENT POLICY/COMMUNITY DEVELOPMENT PROJECTS Mayor Noland introduced a resolution adopting an official policy regarding 322.5 steps that will be taken to "minimize involuntary permanent displacement of low to moderate -income persons", in connection with projects funded with Community Development Block Grant funds. Director Orton, seconded by Sharp, made a motion to pass the resolution. Director Orton stated there has been a policy such as this in existence. Community Development Director Sandra Carlisle explained the existing policy must be approved in the form of a resolution as a requirement for 1984 funds. Upon roll call, the motion passed, 7-0. RESOLUTION NO. BOOK 'XVII 30-84 APPEARS ON PAGE ORDINANCE AND RESOLUTION 322.6 32:: 2-21-84 BUDGET ADJUSTMENT/INSPECTION & PLANNING 323.1 Mayor Noland introduced a request for a budget adjustment in the amount of $4,850, and authorization to purchase a Corona personal computer for the Inspection and Planning Offices. 323.2 Director Bumpass, seconded by Orton, made a motion to approve the request. Upon roll call, the motion passed, 7-0. RESOLUTION NO. 31-84 APPEARS ON PAGE )3'3 OF ORDINANCE AND RESOUJTION BOOK W l l l 323.3 323.4 PROPERTY LIEN/VIEWPOINT DRIVE & GREENVIEW Mayor Noland introduced an ordinance authorizing the filing of a lien against a parcel for which a clean-up payment has not been received, located at the intersection of Viewpoint Drive and Greenview. The Mayor stated this property owner, John McClurkin, drove from Mulberry Arkansas to discuss this item with the Board. John McClurkin addressed the Board, explaining that, over the last 10-12 years since he has resided in Mulberry, he has always relied on the City Sign Inspector to arrange for the lot to be cleaned, after receiving a notice from the City; that he and Inspector Dietzen had "reached a mutual understanding" that no more than $50 would be spent to clean the lot and a bill, never more than $35, had been sent to McClurkin. McClurkin stated that, after receiving the most recent bill for $179.23, he contacted Mayor Noland and has now discovered that there is a new Sign Inspector. McClurkin stated when he received the most recent bill, he didn't understand it, because he had reason to believe things would have progressed as they had in the past. He stated he felt, for four laborers to each receive $4.00 per hour, a supervisor to receive $12.61 per hour, and a city staff member to receive $7.23 per hour, all who worked for five hours, it was "taking advantage in some respects". He stated he thought the wages were a little high for cleaning up a vacant lot. 323.5 Mayor Noland asked how much of the total charges actually had to be paid out of City funds. Assistant City Manager McWethy explained $80.00 of the total bill was fines owed by the DWI offendors -- that the City received labor from them as an alternative to payment of the fine. Director Bumpass said it seemed to him, the way the City is allocating the costs (for the DWI Cleanup Program) may be "punishing property owners in Fayetteville" and this was an outrageous cost for what was actually done. 1 1 1 1 32 2-21-84 McWethy stated the grass on the lot was above waist high. He stated 324.1 sometime prior to August 29, 1983, the Inspection Department received some complaints from adjacent property owners; that on August 29, a notice was sent giving the property owner 30 days to clean up the lot; on October 6, when no action had been taken, the job was turned over to the DWI Cleanup Program and was cleaned up on October 8. McWethy stated the lot had probably grown up over the entire summer, with no attention -- that had it been mowed in June or July, perhaps the job could have been done for $35 or $40; that by October there were saplings to be cut and the property had also become a dumping ground for debris. In answer to questions from Director Osborne, McWethy explained the "supervisor" was the person in charge of the DWI Cleanup Program that day, in this case a City employee who was paid at his regular hourly rate (not time and 1/2) and that the "city staff person" would have been a Street Department employee who hauled truck loads of debris to the City Shop grounds, since the supervisor had to remain on the clean-up site. McWethy explained this employee, by law, must be paid time and 1/2 and the $4.00 per hour laborer's wage was established by the Municipal Court. In answer to questions from some of the Directors, McClurkin explained he did not contact the City after receiving the notice because, in the past, Inspector Dietzen had automatically arranged for the clean-up to be done after sending the notice out. In answer to Director Bumpass, McClurkin stated if- he had received an estimate for $179.23 from the City, it would have caused him to make contact. Director Bumpass questioned whether the present policy should be further addressed, that perhaps an estimate should be provided to property owners, "to try to get their attention". Bumpass suggested McClurkin had found tradition in the way the City had done business with him and that is the basis of a contract. Director Osborne, seconded by Orton, made a motion to reduce the charges to the maximum of $50 McClurkin had authorized Inspector Dietzen to spend; that the City also put Mr. McClurkin on notice that Inspector Dietzen is no longer with the City and their agreement therefore is no longer valid. Director Bumpass noted that it is not the City's responsibility to maintain the lot, even though this had been done over a period of years; but that the allocation of costs from the DWI Program should be studied. Bumpass suggested also that Program could spend all of its time on clean-up of City property, some of which "is really a pit". • City Manager Grimes explained that, in the past, the City Inspection Office has maintained a list of private brush hog operators and mowers 324.2 324.3 324.4 324.5 324.6 32b 325.1 325.2 2-21-84 who would be called to mow certain lots for an hourly rate, that City crews were not utilized. Grimes also pointed out that, when property owners receive notices, they have the option to respond by hiring someone at the best price they can get to clean up the lot; but when they don't respond to the notice and the City has to take on the respon- sibility by using DWI crews, this is hand labor which is more expensive and slower. Director Sharp stated he thought the property owner should be charged the amount the City was out in direct expenses, in the spirit of compromise. Upon roll call, the motion passed, 5-2, with Directors Sharp and Lancaster voting against the motion. Mayor Noland told Mr. McClurkin the City would not take action on the lien if he would pay the $50 charge. Director Osborne stated he appreciated the fact that Mr. McClurkin took the trouble to travel to Fayetteville to discuss this with the Board. PROPERTY LIEN/PROPERTY AT WEST AVE. & DICKSON ST. 325.3 Assistant City Manager McWethy introduced an ordinance repealing Ordinance 2971 which placed a lien on property located at the southwest corner of West Avenue and Dickson Street because, McWethy explained, the City has now received payment. 325.4 McWethy read the ordinance for the first time. Director Osborne, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 7-0. McWethy read the ordinance for the second time. Director Osborne, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 7-0. McWethy read the ordinance for the final time. Upon roll call, the ordinance passed, 7-0. ORDINANCE NO. 2983 APPEARS ON PAGE 02! OF ORDINANCE & RESOLUTION BOOK XVI LAND SALE/22ND STREET 325.5 Mayor Noland introduced a resolution authorizing the sale of an approximately 0.23 acre parcel located at the east end of 22nd Street. The Mayor explained notice for bids had been published and one bid was received in the amount of $2,775. Director Osborne, seconded 1 1 1 1 326 2-21-84 by Johnson, made a motion to pass the resolution. Upon roll call, 326.1 the motion passed, 7-0. RESOLUTION NO. 32-84 APPEARS ON PAGE n ! OF ORDINANCE & RESOLUTION BOOK yyf BID WAIVERS/DICTATING & MICROFICHE SYSTEMS Mayor Noland introduced ordinances waiving competitive bidding requirements and authorizing the purchases of: A Lanier "Messenger" dictating system for the Purchasing Officer, Finance Department and City Clerk in the amount of $3,942.17; and A Bell & Howell microfiche system in the amount of $44,049.28 David McWethy read the ordinances (as one ordinance) for the first time. Director Osborne, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 7-0. McWethy read the ordinance for.the second time. Director Osborne, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Director Bumpass, noting the cost of the equipment is nearly $50,000, about 25% of the entire expense for furniture for the renovated City Hall, or about 18% of the total budget for the radio communications system, stated he thought the Board would be taking extraordinary action to waive the bids. Bumpass stated he was not convinced, from data on hand, that the Board has assessed what kind of equipment is available or is necessary. Bumpass stated he did not think waiving bids, without taking proposals, was appropriate. Director Johnson stated Bell &.Howell is the only supplier of a microfiche system. Michael Spillars of Bell & Howell addressed the Board. He stated City staff has been gathering information and proposals for michrofiche systems for two years and that Bell & Howell is the sole vendor of this specific application. He stated also they use standard, low pricing for State and local government. He noted the State of Oklahoma has purchased 12 such units and the City of Little Rock has purchased a system such as the one proposed. Director Bumpass asked if the proposed system was the only one capable of reducing City records for storage purposes. Spillars stated the City's existing microfilm system can be used for that purpose, but lacks flexibility for use with the new computer and for use by many different departments. 326.2 326.3 326.4 326.5 326.6 326.7 326.8 32/ 2-21-84 327.1 Director Sharp asked Planning Administrator Bobbie Jones if she did a lot of microfilming of her files. Jones stated she would rather have her files copied with a microfiche system because material can be added later and kept with related files which have already been filmed. She stated retrieving files under the present system means that related documents are often stored on different rolls of film. 327.2 327.3 In answer to Director Bumpass, Spillars stated the quoted price includes the maintenance contract and supplies. Director Bumpass asked about costs for conversion of existing microfilm files to the new system, and Purchasing Officer Sturman Mackey explained the City proposes to keep the existing microfilm files and their reader system. Bumpass asked if there had ever been a presentation of this or other systems before a City Board committee. Mackey stated a presentation had been made at the time a microfilm system was purchased for the Police Depart- ment, which system he stated is not working and is obsolete, as parts are not obtainable. In answer to Director Orton, City Manager Grimes explained the City will retain its present microfilm equipment. He stated the City began microfilming its records seven or eight years ago and thought all departments' records could be filmed but, since the Finance Department generates so much paper, that department has monopolized the system. Grimes stated it was his intention that this new system would be used for filming all other departments' records first. 327.4 Bumpass asked why there was an urgency to waive bids and declare a state of emergency. Mackey explained that, in the interests of time, the staff wished to have the new system in place at the time of the move. City Manager Grimes pointed out the staff can go through the process of advertising for bids, and only receive one bid, which Grimes stated would be a waste of time and advertising money. 327.5 Purchasing Officer Mackey addressed the Board in regards to the proposed Lanier dictating system, which he stated is the best system available. Mackey said there has been a Lanier system in the City Manager's Office for many years and there have been very little maintenance problems. Mackey said also that there have been five different small dictation and transcription systems in the City Clerk and Planning Offices which have been used for recording meetings, all of which have been unsatis- factory because of maintenance problems. 327.6 Director Lancaster stated he would have preferred that quotations had been obtained before presenting recommendations to the Board. Mackey stated he thought that obtaining bids would be a wasted exercise, as other systems could not have competed with the Lanier's features. In answer to a question from Bumpass, Mackey said there would be local maintenance for the Lanier system and Bell & Howell maintenance would be out of Joplin, Missouri. Mackey said the maintenance costs on 1 2-21-84 the Lanier were built into the total cost. In answer to Mayor Noland, Mackey stated both items of equipment were included in the budget, that the Lanier cost would be under -budget; but that maintenance costs on the microfiche were not included in the budget. Upon roll call, the motion to place the ordinance on third reading passed, 6-1, with Bumpass voting against the motion. In answer to questions from the Board, Mackey explained the $199.72 figure represented sales tax; that the maintenance costs quoted are 12 month costs after expiration of a ninety -day warranty. Mayor Noland asked if the existing microfilm system will have any salvage value. Mackey replied the Police Department's system has no salvage value. Director Johnson noted the Finance Department will be retaining its present microfilm system. Upon roll call, the ordinance passed, 6-1, with Director Bumpass voting against the motion. Director Osborne, seconded by Orton, made a motion to adopt an emergency clause to the ordinance. Upon roll call, the motion passed, 6-1, with Bumpass voting against the motion.O ORDINANCE NO. 2984 APPEARS ON PAGE p 9 OF ORDINANCE AND RESOLUTION BOOK )(VI 328 328.1 328.2 328.3 328.4 328.5 328.6 BID AWARD/GINTONIO CONSTRUCTION COMPANY Mayor Noland introduced Purchasing Officer Mackey's recommendation 328.7 for the award of Bid #533 for a one-year concrete construction contract to Gintonio Construction Company in the low bid amount, based on estimated quantities needed during 1984, of $162,259.75. The Mayor noted this is the low bid of the four bidders. Director Bumpass, seconded by Osborne, made a motion to award the bid to the low bidder, Gintonio Construction Company. Upon roll call, the motion passed, 7-0. WAGE STUDY/COMMITTEE REPORT Mayor Noland introduced a committee report by Director Johnson regarding which firms should be interviewed for the performing of a wage and salary study for the City. 328.8 328.9 • 329 2-21-84 329.1 Director Johnson reported the committee reviewed the "requests for qualifications" received by the City Manager's Office, regarding the performance of a wage and salary survey. Johnson stated it was the concensus of the committee that four firms should be interviewed as follows: 329.2 329.3 329.4 Municipal Advisors, Inc. of Virginia Beach, Virginia Paul A. Reaume Associates of Northbrook, Illinois Ernst Si Whinney of Dallas, Texas Hay Associates of Dallas, Texas Director Johnson reported also she had been contacted by Jim Yarger of Yarger and Associates who indicated they had been in business 31 years and were the most experienced and that she told him if the Board chose to interview his firm, she would contact him. It was decided that the Board wished to accept only the four firms chosen by the committee. Director Johnson, seconded by Lancaster, made a motion the above four firms be interviewed. Upon roll call, the motion passed, 7-0. It was decided the interviews would take place on March 14 at 1:00 and 3:00 P.M. and on March 15 at 8:30 and 10:30 A.M. with 30 minutes per presentation and up to one and half hours for questions and answers. Upon roll call, the motion passed, 7-0. OTHER BUSINESS Funding Request/E0A Summer Youth Recreation Program 329.5 Mayor Noland introduced a letter from Ralph Nesson of the Economic Opportunity Agency, requesting funding for the EOA's Summer Youth Recreation Program. The Mayor asked if the Directors wished to hear a presentation from Nesson at a Board meeting. 329.6 Director Sharp suggested this request should be reviewed by the Parks and Recreation Board. Director Osborne noted 205 Fayetteville citizens out of the total of 496 are served by this program and he asked if other communities served were contributing to the program. Director Johnson stated she thought other community groups in the City may contribute. 329.7 Director Osborne, seconded by Bumpass, made a motion to refer the request to the Parks and Recreation Board for a recommendation. Upon roll call, the motion passed, 7-0. 1 1 1 1 2-21-84 Ora Drive Petition/Drainage Problems Mayor Noland introduced a letter from residents of Ora Drive which addresses drainage problems affecting their properties from increased building on Sunset and Berry Streets. The Mayor stated he had talked with some of the residents and Director Orton and the Street Department have viewed the situation. Director Orton stated in addition to this letter, the Board has also received a letter concerning drainage problems on Lewis Avenue and in 1981 a drainage study was undertaken of this area, east of the Bypass. Orton stated that study was very detailed and in 1982 Street Superintendent Clayton Powell made recommendations based on the study. Orton suggested the Street Committee review that study and Powell's recommendations for the area, to be put in next year's budget. Director Sharp stated this is more in the planning area than simply in the Street Committee area. City Manager Grimes noted that some of this area does qualify for Community Development funds and stated also he thought the City owed it to the people of that area to start addressing some of these problems. Director Orton, seconded by Sharp, made a motion to refer the drainage study and Powell's recommendations to the Street Committee to review and make a recommendation. Upon roll call, the motion passed, 7-0. Director Orton noted that Powell recommends the area residents help the Street Department by keeping the leaves and litter out of the borrow ditches as this is what stops up the under -size drainage in that area. • Radio Communications System Director Lancaster, in reference to the proposed new radio communications system, made a motion to proceed to advertise for firm bids on all three systems (the 450, 800 conventional and 800 trunk), according to the Purchasing Officer's specifications, for review by the entire Board. The motion was seconded by Director Johnson. Director Bumpass pointed out there are other companies that do have an 800 trunking system, however, according to a study, the "ideal state-of-the-art trunking system" is only provided by Motorola. Director Sharp stated he had visited Oklahoma City to view their 800 system which he stated "was very impressive but also very expensive". 330 330.1 330.2 330.3 330.4 330.5 330.6 330.7 330.8 331 331.1 331.2 331.3 331.4 331.5 2-21-84 Sharp stated, instead of specs being written for a specific system, he would prefer to review "a modern communications system", not necessarily the most modern system. Upon roll call, the motion passed, 7-0. Sidewalks D irector Osborne, referring to his comment at the last meeting that he wished there had been more money allocated in the budget for sidewalks, stated he has since discovered from the Assistant City Manager and the Finance Director that there is $100,000 of unappropriated sales t ax money. Osborne, seconded by Sharp, made a motion to approve a budget adjustment to allocate $100,000 of the unappropriated sales tax revenue for sidewalks in the 1984 budget and that the Street Committee prioritize its use. In answer to Mayor Noland, Director Osborne stated there presently is $50,000 in the budget for sidewalks. Upon roll call, the motion passed, 7-0. Director Orton asked what progress had been made on sidewalk msintenance review by the new intern in the 1984 budget. City Manager Grimes explained that the new intern had not yet been hired. Ernest Lancaster Drive Director Osborne noted that, although Director Lancaster had stated at the last meeting that Ernest Lancaster Drive goes "nowhere but to the Airport", he wished to mention that it will now go to the new control tower. Municipal Court Fine Collection 331.6 Director Osborne, referring to the collection of delinquent fines for the Municipal Court, made a motion that the responsibility for o verseeing the collection process go to the City Prosecutor who will report to the City Manager's Office once a month or once a quarter, whichever is appropriate. That motion was seconded by Bumpass. 331.7 Director Bumpass addressed Finance Director Linebaugh's suggestion that at some point some of the delinquent accounts should be "written off". Osborne stated he thought Linebaugh ought to draw up a list of uncollectable accounts for the Board of Directors to review. 331.8 Director Bumpass referred to the City Prosecutor's suggestion regarding publicly advertising a list of past -due fines, giving an amnesty period for people to pay off the fines. Mayor Noland stated he interpreted the Prosecutor's letter to mean it was the sole duty of the Municipal 1 1 1 2-21-84 Court to collect the fines. City Manager Grimes stated the Municipal Court Judge has written a letter in regards.to this issue which the Board apparently has not yet received. Director Osborne withdrew his motion and it was decided to address this question in more detail at the next Board meeting. Street Committee Meeting Director Sharp asked to set a date for a Street Committee meeting to address drainage and sidewalks. It was decided to schedule that meeting for February 27, 1984 at 3:30 P.M. Main Street Preservation Program Director Bumpass noted he attended a national seminar in regards to the "Main Street" program. Bumpass stated, if Fayetteville is selected through the State in the near future, money has been budgeted for that program. Bumpass stated he also learned that "Southern Living" magazine had chosen Fayetteville as one of five cities in the southern United States with successful downtown rehabilitations; that Fayetteville will be featured in that magazine's May issue and he will attempt to have a photograph of renovated City Hall included in that feature. Flouridation Facility 332 332.1 332.2 332.3 332.4 Director Johnson reported it is her understanding that flouride is 332.5 now back in Fayetteville's water system. City Hall Open House Committee Director Johnson reported that the Open House for City Hall is scheduled for Sunday, April 29. She listed those persons working on the Open House Committee: .Claude Prewitt, Beverly Melton, Joyce Stafford, Tanya McGary, Frank Sharp and Marilyn Johnson. Amendment to Parks & Recreation Plan City Manager Grimes stated, in reference to the Ordinance which was passed to amend the Parks and Recreation Plan, City Attorney McCord has suggested this amendment can be made by resolution instead of ordinance, which would save on ordinance publication costs (as it will be difficult to publish the map attachments). 332.6 332.7 1' 3j.- 2-21-84 333.1 Director Johnson, seconded by Bumpass, made a motion to approve a resolution to that effect. Upon roll call, the motion passed, 7-0. 333.2 RESOLUTION NO. 33-84 APPEARS ON PAGE 02'n OF ORDINANCE & RESOLUTION BOOK XV[Ii Woodworking Quotes/Board-Courtroom Assistant City Manager McWethy introduced approval of quotes for wood- working services for the Board -Courtroom. Interior Design Consultant Marynm Bassett was present to address the Board. 333.3 Ms. Bassett distributed architectural drawings to the Directors. Bassett presented three bids to the Board, as follows: 333.4 (1) Phillips and Lassiter will complete all phases of the work to be done in the Board -Courtroom for a total of $8,325, broken down as follows: 333.5 Sub -floor, platform, Materials: Labor: Conference tables: Materials: Labor: Judge's Bench, Jury Boxes: $1400 $3150 $1000 $2775 333.6 Bassett stated their estimate of five weeks completion time would mean labor costs would come to approximately $15 per hour per person. 333.7 (2) John Doty, of Sunshine Wood Products, will only manufacture the raised panels, and would recommend another person to build the framework and complete installation of panels, for the following: 333.8 Panels: Labor & Materials: All other work in Courtroom except platform: Labor & Materials: TOTAL: $1,756.46 $2,700.00 $4,456.46 333.9 Bassett stated the estimate on completion time is 3 1/2 to 4 weeks and the additional cost for having the platform built should not exceed $4,000. 1 1 1 2-21-84 (3) J & G Cabinets in Springdale quoted a total of $5500 for completing the total project. Bassett stated that although these panels would be all solid wood, she did not think the quality would be the same as that in the first two quotes. Bassett stated none of the quotes include finishing, and she noted two refinishers who would like an opportunity to do that work. Mayor Noland suggested Ms. Bassett should negotiate what she deems best for the City out of options 2 and 3 and, if necessary, a separate arrangement will be made for the construction of the platform. It was decided that those interested Board members would meet with Ms. Bassett on Thursday, February 23, at 8:30 A.M. to view the work quality of options 2 and 3. , It was generally agreed by the Directors that formica would be used for the tops of the Board Room tables. Public Hearing/Sewage Facility Plan Director Johnson asked that it be noted the public hearing for the final Facility Plan for sewage is scheduled for March 1, 1984. MINUTES The following corrections were made to the Minutes of the February 7, 1984 meeting: 334 334.1 334.2 334.3 334.4 334.5 334.6 316.2 "Ozark Electric" should read "Carroll Electric" 334.7 304.4 "by" should read "be" 334.8 311.1 Add at the end of paragraph 311.1: "which would be purchased 334.9 from various businesses." With those corrections, the Minutes were approved as distributed. 334.10 ADJOURNMENT With no further business, the meeting adjourned at 10:10 P.M. 334.11