HomeMy WebLinkAbout1985-01-08 MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS
A regular meeting of the Fayetteville City Board of Directors was
held on Tuesday, January 8, 1985 at 7:30 P.M. in the Board Room of
City Hall, 113 West Mountain Street, Fayetteville, Arkansas.
PRESENT:
Mayor Noland; Directors Bumpass, Hess, Johnson,
Martin and Orton; City Manager Grimes, Assistant
City Manager McWethy, City Clerk Kennedy; members
of the press and audience.
ABSENT: Director Lancaster
OATHS OF OFFICE
Municipal Judge Charles Williams administered the Oath of Office to
Director -Elect Jeremy Hess and Directors -Reelect Ronald Bumpass and
Marilyn Johnson.
SELECTION OF MAYOR AND ASSISTANT MAYOR
Mayor. Noland explained that, for the City of Fayetteville which operates
under a City Manager form of government, the Mayor and Assistant Mayor
are chosen by the Board of Directors.
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City Manager Don Grimes opened the floor to nominations. 1.3
Director Bumpass nominated Paul Noland for position of Mayor and Marilyn 1.4
Johnson for position of Assistant Mayor, to serve for two-year terms
There being no other nominations, Director Orton, seconded by Bumpass, 1.5
made a motion to elect the nominees by acclamation. Upon roll call,
the motion passed, 4-0-2, with Director Lancaster absent and Directors
Johnson and Noland abstaining.
BOARD COMMITTEES
Mayor Noland suggested the Directors consider those committees on
which they wish to serve and submit a list to the Mayor. The Mayor
noted those Board Committees in existence:
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January 8, 1985
Airport
Nominating
Solid Waste
Water and Sewer
Advertising and Promotion
Finance
Police and Fire
Street
Wastewater Treatment (Citizens Advisory Committee)
Noland explained that, ordinarily, each Board member serves as Chairman
of at least one committee and serves as a member on some other committees.
It was agreeable to the Directors to submit a list to the Mayor of
those committees on which they wish to serve.
RULES OF ORDER AND PROCEDURE
Mayor Noland introduced consideration of re -adoption of the "Rules
of Order and Procedure" which govern the conduct of the Board of Directors.
Director Bumpass, seconded by Johnson, made a motion to re -adopt the
"Rules of Order and Procedure" for 1985.
Director Orton noted that, under "B (2) Conduct", it states that "Every
member of the Board desiring to question the administrative staff
shall address his/her question to the City Manager..." Orton noted
that Directors often address questions directly to the City Attorney
or to certain staff members during the course of a meeting.
City Manager Grimes pointed out that the last sentence of "F(3)" allows
for members of the Board to "...confer with personnel at regular or
special meetings of the Board, and then in the presence of the City
Manager."
Director Orton, seconded by Bumpass, moved to amend the motion by
deleting the second sentence of the second paragraph of Section B(2)
["Every member of the Board desiring to question the administrative
staff shall address his/her question to the City Manager who shall
be entitled either to answer the inquiries himself/herself or to designate
some member of his/her staff for that purpose."]. Director Johnson
suggested a further amendment to the motion to re -adopt the "Rules"
for 1985 and 1986. Directors Bumpass and Johnson agreed to the amendments
to the original motion. Upon roll call, the amended motion passed,
6-0.
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January 8, 1985
HOUSING IAUTHORITY .APPOINTMENT
Mayor Noland introduced a report from the Nominating Committee regarding
an appointment to the Fayetteville Housing Authority Board of, Control.
Director. Johnson,xeported that the, Housing, Authority Board recommends
the Board appoint Dan Hudspeth to fill the expired term of Jim Shreve.
Director Johnson, seconded by Bumpass,. made a motion to, approve the
nomination.
Director Bumpass asked if Hudspeth was a resident of the City. of Fayette-
ville -and City Manager Grimes responded that he lived just outside
the City limits. Grimes noted that .being inside the City,;limits was
not a requirement for that board. In answer to a question:from Director
Orton, Director Johnson stated that the position had been advertised.
Upon roll call, the motion passed,.6-0...
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BUDGET ADJUSTMENTS
Mayor;, Noland introduced a report from, the Finance,: Committee._regarding-
budget adjustments recommended for approval,at the December 26 committee
meeting.
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Director Martin, reported on behalf of the- Finance -Committee. Martin
noted',that the .budget -adjustments presented .at the December 26,meeting
were:.dated September 30, 1984 but.•that the staffattempted to project
the total needed for the year. Martin explained that the City follows
a system wherein department heads are required to budget on a line -by-line
basis and; when- they:,find they will be.over-budget, they. are required
to request an adjustment. Martin noted that,.•under this policy, when
it was determined by a department head and.the Finance Director, that
an ad•justment.was necessary for the continued operation of a.department,
adjustments were permitted.and. later simply ratified by the Board.
Martin stated that„ as a result of•this policy, late in 1984 the Board
realized:. that .the number.and size of,:adjustments which had occurred
without the .Board's prior,knowledge.was unacceptable. Martin pointed
out that..some of the adjustments were,uncontrollable and unpredictable;
that others were probably offset by favorable variances within,a depart-
ment;.and_also that -some of. the adjustments were-.required_by the Board
and were unanticipated. Martin stated thisp'olicy contains the possibility
of loss of budget control and the possibility that department heads
could begin to follow policies, through budget, variances,.,whiph are
not in conformance with the Board's intent for the, original, budget.
Martin reported that the Finance Committee' recommends, approval of
the requested budget adjustments along with the immediate adoption
of a new policy regarding future budget adjustments, as follows:`
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January 8, 1985
1. That there will be no budget adjustments other than those
which are clearly unpredictable and unavoidable;
2. That any request for a budget adjustment should be accompanied
by an offsetting adjustment elsewhere in the department's
budget so that, to the extent possible, the department will
continue to operate within budget; and
3. That any request for a budget adjustment be presented for
approval in advance to the Board of Directors, except for
those bona fide emergencies. (Martin noted that a Finance
Committee meeting might suffice if a quick decision were
needed.)
Martin reported also that the Finance Committee recommends that the
Finance Director be authorized to administer this policy for amounts
of under $1,000, with offsetting adjustments being approved for less
than that amount, with the proviso that the Board be given timely
disclosure of each and every adjustment that is made
Director Martin, seconded by Hess, made a motion to approve the request
for budget adjustments and to adopt the new policy.
Directur Orton questioned whether the Board would now discourage requests
from department heads for adjustments for certain situations (such
as oversizing sewer or water lines in the interest of long-range plan-
ning). Director Martin responded that it is possible there will be
some inconveniences to the departments but it is hoped that some variances
can be made. Martin pointed out the new policy would "close the carte
blanche approach". Director Orton suggested, fur some departments,
there should be some reserve funds. Director Johnson commented that
the Finance Committee is trying to eliminate expenditures for items
"not critical to the operation". Johnson stated department heads
are being asked to assume more responsibility for the budget and for
making plans a year in advance. Mayor Noland commented that the intent
of the new policy is for operations to run smoothly, not to interfere
with the City's functions. Director Martin pointed out that the policy
of shifting small amounts of budgeted funds within general categories
will remain as it exists, but that the new policy will contain a require-
ment that, if a department specifically overspends one part of its
budget, it must make a specific offset in another part of its budget.
Upon roll call, the motion passed, 5-1, with Directur Johnson voting
against the motion.
RESOLUTION NO. 1-85 APPEARS ON PAGE /237 OF ORDINANCE & RESOLUTION
BOOK XX I
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January 8, 1985
CBID•ANNEXATION
Mayor. Noland introduced consideration of a petition for the annexation
of property into the "Central Business Improvement District #1".
Hugh Kincaid was present to represent the petition. The Mayor explained
that:•the petitioners are requesting that certain property located•
between:Center and Mountain Streets, east of Locust Avenue,' be annexed
into the District. Noland commented that, according to the City Attorney,
as long.as there is a statement that two/thirds of the property owners
in that area are in concurrence, therBoard .must accept the petition.
Director Johnson, seconded by Orton, made a motion that the property
in question be annexed into Central Business Improvement District•
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In answer to a question from Director Hess, Hugh Kincaid explained 5.3
that the, petitioners' include •the owners of 3/4 or, more, of„the property
in,question.. ' .,•y.
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Director Hess asked if the annexation would allow them to apply for
bonds. Kincaid stated that, if the annexation were approved, they
would request approval of an inducement resolution from the Central
Business Improvement District Commissioners, arid would then come back
before the City Board of Directors for authorization to issue bonds.
Dpon_roll call, .the,motion passed, 6-0. 5.5
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[At a later point in the meeting, under Other Business, Director Johnson 5.6
pointed out that it was necessary for the Board to consider the passage
of an Ordinance to annex the property to the Central Business Improvement
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District.]
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The City -Clerk read'the ordinance for -the first time. Director Bumpass,
seconded -by Hess, made a motion to suspend the rules and place the
ordinance on second reading., Upon roll call, the motion passed, 6-0.
The City Clerk read the ordinance for the second time. Director Bumpass,
seconded by Hess, made a motion to further suspend the rules and place
the ordinance do third and final reading. Upon roll call, the motion
passed, 6-0. The City Clerk read the ordinance for the third and
final time. Upon roll call, the ordinance passed, 6-0.
ORDINANCE NO: 3059 APPEARS• ON. PAGE• . OF ORDINANCE & RESOLUTION
BOOK X X 1
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ARKANSAS ARTS COUNCIL GRANT
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Mayor Noland introduced a request from the Parks and Recreation Department
to apply for an Arkansas Arts Council grant. [Of the total $9,382
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January 8, 1985
in project expenses, $2,687 is being requested from the Arts Council.]
The Mayor noted that this request was submitted for 1983 and 1984
and that grants were received each time. Connie Edmonston was present
to represent the Parks and Recreation Department.
In answer to a question from Director Martin, Edmonston explained
that all expenses for the project have been included in the department's
proposed budget. In answer to a question from Director Bumpass, Edmonston
noted that 150 students participated in the program in 1984 and that
they hope to reach 200 children in 1985.
Director Orton commented that she was in favor of the program and
it was commendable that the department is addressing cultural activities
as well as sports. Orton expressed appreciation to Edmonston for
her efforts.
6.4 Director Johnson, seconded by Orton, made a motion that the Parks
and Recreation Department be authorized to apply for the grant. Upon
roll call, the motion passed, 6-0.
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BIDDING WAIVERS
The Mayor introduced three ordinances waiving competitive bidding
requirements for the purchase of hydrated lime for the Pollution Control
Plant; for the purchase of ready -mix concrete; and for the purchase
of asphalt and asphalt mixes and aggregates; all fur the calendar
year 1985.
The City Clerk read, for the first time, an ordinance waiving requirements
for the purchase of hydrated lime Director Bumpass, seconded by
Johnson, made a motion to suspend the rules and place the ordinance
on second reading. Upon roll call, the motion passed, 6-0. The City
Clerk read the ordinance for the second time. Director Bumpass, 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, 6-0. The City Clerk read the ordinance for the third and
final time.
Purchasing Officer Mackey pointed out that the cost is $8.00 per ton
higher than it was last year due to a mistake made by the supplier
last year. Director Martin asked why the City wishes to waive the
requirements of competitive bidding. Mackey explained that, under
those requirements, an ad is placed in the newspaper asking for formal
bids --but that, in this case, because there are only two qualified
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January 8, 1985
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bidders in the region, the City asks for formal .sealed.•quotations
from the qualified bidders and a waiver Of the requirements to save
on costs. Upon roll.call,,the ordinance passed, 6-0.
ORDINANCE NO. 3C
BOOK XX.I
The City Clerk read, for the first time, an ordinance waiving the
requirements for the purchase of ready -mix concrete. Director Johnson,
seconded; by Bumpass, made a motion -to suspend the rules and place
the ordinance on second reading. Upon roll„call, the motion. passed,
6-0.-. The. City Clerk read the ordinance for, the second time. Director
Johnson, seconded by Bumpass, 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. The City Clerk read the ordinance for
the ;final time.Upon roll call, .the ordinance„ passed, . 6-0. ,
ORDINANCE NO. 3061 APPEARS ON PAGE
BOOK X X I
n. e
OF ORDINANCE & RESOLUTION
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The City Clerk read, for the first time, an ordinance waiving the
requirements for the purchase of asphalt and asphalt mixes and aggregates.
Director Bumpass, seconded by Johnson, made a motion to, suspend the
rules and place the ordinance on second reading. Upon roll c611,
the motion passed,,,,6-0. The: City .Clerk1-,read .,the, ,ordinance for the
second time. Director Bumpass, seconded by Johnson, made a motion
to• further suspend the_rules and place ,the, ordinance pn third. and
final_ reading. Upon roll call, .the :motion passed,. 67p., .The City
Clerk read the ordinance for the final time. Upon roll call, the
ordinance passed, 6-0.
ORDINANCE NO. 3062 APPEARS ON PAGE OF ORDINANCE & RESOLUTION
BOOK, X X I
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SNOW REMOVAL CONTRACT
The Mayor introduced a resolution,.authorizing the Mayor and the City
Clerk to execute a contract with McClinton -Anchor division of APAC-Arkansas
for snow, removal on ,an as -needed basis: at. Drake Field,, as .recommended
by the Airport Committee. ,
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Director Johnson, seconded by Orton, made a motion to approve the 7.5
resolution. Upon roll call, the motion passed, 6-0.
RESOLUTION NO. 2-85 APPEARS,O_N,PAGE
BOOK XX 1
is 7
OF;ORDINANCE & RESOLUTION
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January 8, 1985
AIRPORT CRASH -FIRE -RESCUE VEHICLE
The Mayor introduced a request for authorization to advertise for
bids for the purchase of a Crash/Fire/Rescue vehicle for the Airport,
as recommended by the Airport Committee. The Mayor explained that
90% of the needed funds for the vehicle would come from the FAA.
The Mayor asked if the remaining 10%, was included on the 1985 priority
list.
Airport Manager Dale Frederick replied that the 10% ($25,000) is included
in the Fire Department budget. Of the remaining funds needed to purchase
the vehicle, Frederick explained that $79,479 would be requested from
discretionary funds and that $145,000 will be requested from AIP entitle-
ment funds for airport improvements.
Director Bumpass, seconded by Johnson, made a motion to authorize
bidding for the vehicle.
Upon roll call, the motion passed, 6-0.
OTHER BUSINESS
The Mayor
Episcopal
services.
Contribution/St. Paul's Episcopal Church
expressed appreciation on behalf of the City to St. Paul's
Church for their contribution for police and fire protection
Development Fees
Mayor Noland referred to a Revenue Raising and Cost Cutting Report
which included a list of development fees charged by the city of Fort
Collins, Colorado. It was agreed to send a copy of this article to
the Planning Commission for their information.
Dangerous Intersection
Director Orton commented that, in the past year, the Board was given
a tour of dangerous intersections in Fayetteville and the Board had
discussed these and made some suggestions. Orton asked for a report
on any action which has been taken since that time.
Dickson Street Foot Patrol
Director Bumpass referred to a letter from the Chief of Police regarding
possible reassignment of officers who were working the Dickson Street
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foot patrol. Bumpass asked for clarification that the foot,patrol
would continue. City Manager Grimes explained that, the intent of
the Chief's memo was that the foot patrol would continue. Bumpass
commented that the patrol has been effective and•,he complimented the
Police Department for their efforts in this regard.
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Guisinger Building
Director;Bumpass,reported that the Guisinger. Building„is officially
on the register;of historic places. Bumpass commented that the owners,
Mr. and Mrs. Bobby Lee Odom, should be commended for their efforts
in renovating the building.
Schuler Town Historic District
Director Bumpass reported that the State Department of Historic Preser-
vation has indicated that the proposed Schuler Town Historic District
did not, ,in their opinion, ,constitute .an, historic, district.• Bumpass
stated an attempt is now being made to formulate a clarification of
what constitutes an historic district.
Planning Commission Orientation
Director Orton reported that the Planning Commission will hold an
orientation session for its new members and any other interested community
persons, on Monday, .January 21, at 5:00 P.M. in the Board Room.
MINUTES
The following corrections were made to the Minutes of December 18,
1984 Board meeting:
352.4: Delete: "The Mayor closed the public hearing.”
354.2: "similar" on line 3 and line 4 should be changed to
read "residential"
354.3: "alternative window" should be changed to read "alternative
residential window"
354.3: "more expensive" should be changed to read
"other"
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356.4: "Whitter" should be "Widder" 9.10
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January 8, 1985
10.1 356.7: On line 2, "east" should be changed to read
"west"
10.2 On line 3, "east" should be deleted
10.3 The following addition was made to the Minutes of December 31, 1984:
10.4 363.4: Add: "Director Martin indicated that that did not represent
his position and that he wouldn't place a moral judgment
on products; that the Board should deal with industry
on the basis of fair laws which apply to everybody."
10.5 With those corrections and additions, the Minutes of December 18 and
31 were approved.
ADJOURNMENT
10.6 With no further business before the Board, the meeting adjourned at
about 8:40 P.M.
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